Scheduling Specialist Intern

CSU; Sacramento (CA); On-site; USD 49,000 - 71,000; Full time

Job summary

Sacramento State is seeking an Administrative Trainee to join Space Management. The role trains under the SpaceManagement Analyst and Space Management Manager to learn facilities scheduling and administrative operations for state-owned campus space.

During the 24-month trainee period, you will gain proficiency in scheduling meetings and events, provide front-line service, and develop responsibilities with increasing independence while ensuring excellent customer service.

Qualifications

• Knowledge of social, political, economic, and scientific developments and trends.
• Ability to collect and compile a wide variety of standardized data and make procedural recommendations.
• Experience with data collection, reporting, and presenting findings in written form.
• Proficiency with MS Office/365 Suite and standard office technology.
• Strong written and verbal communication, and ability to engage in meetings and interviews.
• Ability to establish cooperative working relationships with diverse stakeholders.

Responsibilities

• Assist with scheduling needs and learn scheduling software under supervision.
• Support administrative operations and customer service for Space Management.
• Develop proficiency in applying scheduling procedures for university spaces.
• Prepare written summaries and recommendations based on data gathered.

Skills

Office software proficiency

Communication skills

Interpersonal skills

Scheduling knowledge

Data interpretation

Organization & multitasking

Policy & procedures interpretation

Analytical reasoning

Budgeting/Business math

Customer service

Collaboration

Problem solving

Time management

Attention to detail

Education

Equivalent to graduation from a four-year college or university

Bachelor's degree in public administration, business administration, or related field

Tools

Astra Schedule

Crystal Reports

AiM

Video/Web conferencing tools

Web applications

Internal campus systems

Job description

Posting Details

Priority Application Date: Thursday, October 8th @ 11:55pm PT (Posting will remain open until filled)

Hiring Preference

Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

The Administrative Trainee is a trainee level appointment working under lead work direction of the SpaceManagement Analyst (AA/S EX II) and with close supervision of the Space Management Manager. During the trainee period, which is not to exceed 24 months the Administrative Trainee participates in training to learn facilities scheduling and administrative operations support services for the Office of Space Management. As a trainee, this position studies and applies the principles and techniques of facilities scheduling, and all types of activities, meetings, and events in state-owned University facilities, while developing proficiency in providing customer service support for related functions. The incumbent serves as a front-line contact for Space Management, gains working knowledge of applicable University policies and scheduling procedures and develops skills in the complex administrative and clerical functions of the office. Under close guidance, the incumbent applies scheduling methods with increasing independence and undertakes more complex scheduling tasks as knowledge and skills increase.

FLSA

Non-Exempt (eligible for overtime compensation)

Anticipated Hiring Range

$4,367.00 per month (Step 1). Anticipated starting salary is at the entry of the classification salary range.

CSU Classification Salary Range

$4,367.00 per month (Step 1) - $6,362 per month (Step 20)

Salary Grade/Range

1

Recruitment Type

Temporary (1-Year Limited Duration. Possibility for an additional 1-year appointment based on funding and performance.)

Time Base

Full-Time

Work Hours

Monday to Friday, 8:00 am - 5:00 pm. Hours may vary based on department needs.

Department Information

Space Management is a unit of Facilities Management within the Division of Administration & Business Affairs. Space Management is delegated the authority and responsibility to govern space use and schedule academic and State-owned, controlled and operated campus space on behalf of Sacramento State. Space Management coordinates the use of University controlled facilities for classes, final examinations, and events and implements and communicates space use charges and terms and conditions.

Space Management strives to be a professional, customer-focused, responsive and effective provider of space management services in a cooperative framework to best serve Sacramento State's mission and strategic priorities.

To learn more about Space Management, visit: Space Management | Sacramento State

Minimum Qualifications

Knowledges and Abilities:

• Familiarity with and understanding of current social, political, economic, and scientific developments and trends; working knowledge of methods and problems of organization, administration, and management; working knowledge of research techniques and simple statistics.
• Ability to collect and compile a wide variety of standardized data; ability to identify and obtain information from outside resources; ability to reason logically, draw valid conclusions and make appropriate procedural recommendations; ability to read comprehensively; ability to participate effectively in conferences and interviews; ability to speak effectively and write in a clear, concise form; ability to establish and maintain cooperative working relationships with others.

Education: Equivalent to graduation from a four-year college or university.

Required Qualifications

• 1. Equivalent to graduation from a four-year college or university in public administration, business administration, or a related field.
• 2. Experience or coursework in administrative support, office operations, scheduling, or a related area, gained through academic, internship, or professional settings.
• 3. Ability to collect, compile, and organize data or information and preparing written reports, summaries, or recommendations based on findings.
• 4. Familiarity with and understanding of current social, political, economic, and scientific developments and trends; working knowledge of methods and problems of organization, administration, and management.
• 5. Knowledge of research techniques and simple statistics, including the ability to collect and compile a wide variety of standardized data and make appropriate procedural recommendations.
• 6. Proficient skills using office software packages, technology, and systems (e.g., MS Office/365 Suite (Outlook, Word, Excel, Teams, OneNote, etc.), Internet browsers, Adobe Acrobat, and Windows operating system).
• 7. Excellent communication skills, including the ability to speak effectively, write in a clear and concise form, and participate effectively in conferences, meetings, and interviews.
• 8. Excellent interpersonal skills with the ability to establish and maintain cooperative working relationships with faculty, administrators, staff, students, and the general public.
• 9. Ability to identify and obtain information from outside resources; ability to reason logically, draw valid conclusions, and make appropriate procedural recommendations.
• 10. Organizational, multi-tasking, and detail-oriented skills with the ability to prioritize and manage competing deadlines under close supervision.
• 11. Ability to interpret and apply policies and procedures with guidance from supervisor and developing independence as experience increases.
• 12. Ability to assist users with scheduling needs, learn scheduling software applications, and resolve associated issues under direction.
• 13. Ability to perform business math, compile budgetary data, and assist with accurate projections as directed.
• 14. Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community.

Condition of Employment

• Satisfactory completion of the background check process.

Preferred Qualifications

• 15. Proficient or developing skills using Astra Schedule, Crystal Reports, AiM, Video/Web Conferencing tools (Zoom, Microsoft Teams, etc.), Web applications, and/or other internal campus systems.
• 16. Experience or academic coursework in higher education administration, public administration, or a related field.
• 17. Familiarity with Sacramento State or comparable CSU campus policies, procedures, and facilities operations.
• 18. Coursework in management, organizational behavior, statistics, or research methods is beneficial.

Documents Needed to Apply

Resume and cover letter.

Failure to upload required documentation may result in disqualification.

About Sacramento State

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. T

The lush, 300-acre park-like campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million.

Sacramento State proudly serves as a Hispanic-Serving Institution (HSI), Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and Black-Serving Institution (BSI). The university enrolls around 31,000 students from the Greater Sacramento Region, throughout California, across the nation, and around the world. Our 1,800 faculty and 1,500 staff are committed to meeting our mission:

“As California's capital university, Sacramento State transforms lives by preparing all students to lead, serve, and succeed. We are committed to our designations as a Hispanic Serving Institution, an Asian American Native American Pacific Islander Serving Institution, and a Black Serving Institution, and to intentionally serving students reflective of these designations and all students who have been historically underserved in education.”

As evidenced by the values embedded in our Hornet Honor Code, Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued. Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.

To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.

Equal Employment Opportunity

California State University, Sacramento is an Affir

We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States.

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit https://www.csus.edu/people-climate/human-resources/benefits/reasonable-accomodation.html

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit https://www.csus.edu/administration-business-affairs/human-resources/learning-development/support/csu-learn.html.

Jeanne Clery Campus Safety ActNotification

Pursuant to the Jeanne Clery Campus Safety Act, the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery.

The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request by emailing the Clery Director at [e-mail].

Under the Clery Act, this position may be designated as a Campus Security Authority (CSA) depending upon the role on campus and/or job duties. If this position is identified by the Director of Clery Compliance as a CSA position, you will be notified via email and will be assigned the appropriate training in CSU Learn.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Background Check Disclaimer

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position.

Out of State Employment

Sacramento State, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Eligibility Verification

Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa).

Note to Applicants

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.