Support Operations Associate, HAP Tech

Berkeley Research; California (MO); On-site; USD 40,000 - 70,000; Full time

Job summary

An established institution is seeking a dedicated administrative professional to support the Biological Sciences Department. This role involves coordinating office operations, managing budgets, and assisting faculty and students in navigating university processes. The ideal candidate will possess strong organizational skills and a thorough understanding of administrative functions. Join a vibrant academic community where your contributions will directly impact student success and departmental efficiency. If you are passionate about fostering an inclusive environment and have the skills to enhance office productivity, this opportunity is perfect for you.

Qualifications

• Strong knowledge of university policies and procedures.
• Experience in office administration and budget tracking.

Responsibilities

• Coordinate administrative functions and support for the department.
• Manage fiscal records and track departmental budgets.
• Assist with class scheduling and student registration processes.

Skills

Office Coordination

Budget Management

Communication Skills

Problem Solving

Interpersonal Skills

Education

High School Diploma

Technical/Vocational Training

Tools

PeopleSoft

Office Software Packages

Job description

Biological Sciences

Job #536973

First Review Date : Monday, May 13, 2024

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds.

Position Summary :

Under the general direction of the Department Chair of the Biological Sciences Department, the incumbent is responsible for the entire specialized clerical / administrative support and coordination to the department and associated areas, including the associated undergraduate programs, facilities, or units. Particular emphasis is in the areas of office coordination and liaison duties, department and program support, personnel administration, and fiscal management. Work is completed independently and involves coordination with staff and student employees.

Key Responsibilities :

1. Coordinates the effective operation and administrative function of the department in alignment with best practices and rules and regulations.
2. Support reception and reception activity.
3. Sets work priorities, practices and schedules to ensure that administrative and instructional deadlines are met and conform to department, college, and university policies and procedures.
4. Assists students, faculty, staff, and the public in navigating university, college and department processes ranging from basic to complex.
5. Works with Department Chairs to host students for fall and spring preview.
6. Create, maintain, and purge all current and historical departmental files and records according to retention schedule.
7. Maintain the departments’ central mailroom and supply inventory. Order, store, and distribute instructional and office supplies.
8. Coordinate key, phone, work, and other relevant requests for department-controlled offices, workspaces, classrooms, and facilities.
9. Research and gather information from both campus and community sources as needed for analyses, reports, presentations, purchases of equipment and supplies, etc.
10. In coordination with the Department Chair, advertises for, orients, and provides lead work direction to student assistants within the office, as needed.
11. Facilitates communication of departmental policies and procedures by creating and updating forms and documents to share with students, staff, or faculty, as appropriate.
12. Routinely analyzes and evaluates departmental and program processes, developing and implementing systems to enhance efficiency and to respond to identified needs and changing policies.
13. Other similar office or program support as needed or assigned.

Budgets and Fiscal Records

1. Responsible for maintaining fiscal records, expending funds, and overseeing the department and / or program budgets in consultation with the Department Chair and College Budget Analyst.
2. Regularly tracks revenues and spending from state and other department funds, prepares periodic analyses of expenditures, and provides reports to appropriate department and college personnel to ensure the department stays within its annual and revised budget for general operating expenses, course support purchases, equipment purchases, student assistant payroll, temp help, etc.
3. Manage and maintain records related to trust accounts, and scholarship or prize accounts.
4. Prepares and processes fiscal documents related to the operations of the departments and / or programs.
5. Oversees collection and processing of payroll documents and tracks payroll expenses for student assistants, temporary help and pool positions.
6. Independently oversees and conducts expenditures for office supplies, office equipment maintenance, and other department expenses.
7. Adheres to spending regulations of the various funding sources and complies with all policies, procedures, and deadlines relating to budget, procurement, and accounting.
8. May provide guidance to the department chair and / or program leader regarding appropriate expenditure of funds.
9. Performs other similar budget or fiscal activities as needed or assigned.

Class Schedule Support, Course / Curricular Support, and Student Registration Support

1. In cooperation with the department chair, coordinates information to develop the class schedule each semester.
2. Builds the class schedule and lecturer contracts in PeopleSoft. Proofs, corrects, and reviews each update as necessary.
3. Coordinates room, computer lab and large lecture requests, and schedules via current process.
4. Highlights special topic courses for the catalog and communicates information to Publications Coordinator.
5. Communicates with Extended Ed to inform them of courses to advertise in their bulletin.
6. Curriculum related documents up to date (as needed).
7. Works with Department Chairs to assign faculty advisors.
8. Creates and / or maintains curriculum paperwork.
9. Coordinates files, data, documents, and paperwork associated with the implementation of scheduling and in support of the program and curriculum.
10. Coordinates field trip processes for faculty.
11. Communicates directly with students (and faculty) about permission number and waitlist procedures for courses.
12. Gather course descriptions for each semester (as needed). Edit the descriptions to comply with department and university policies.
13. Coordinate department course evaluations as needed.
14. Communicate with Extended Education keeping them informed of courses for which students can enroll through Extended Ed.
15. Other similar Class Schedule Support, Course / Curricular Support, and Student Registration Support as needed or assigned.
16. Coordinate the hiring and work reporting processes for all faculty, student and staff.
17. Provides administrative support for faculty search committees.
18. Maintains current knowledge of student employment policies and procedures.
19. In coordination with the Department Chairs, advertises for, and trains student assistants within the office, as needed.
20. Work with Department Chairs, APS, and faculty to hire graduate student TAs / GAs each semester.
21. Other similar administrative personnel support as needed or assigned.

Other duties as assigned.

Knowledge, Skills, and Abilities Associated with this Position Include :

1. Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
2. Thorough mastery of English grammar, punctuation, and spelling.
3. Expertise in using office software packages, technology, and systems.
4. Ability to interpret and apply policies and procedures independently.
5. Ability to independently handle multiple work unit priorities and projects.
6. Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
7. Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
8. Ability to perform business math, analyze budgetary data, and make accurate projections.
9. Ability to effectively write and present own reports.
10. Ability to effectively handle interpersonal interactions at all levels.
11. Ability to use negotiation and persuasion skills to achieve results.

Minimum Qualifications :

These entry qualifications would normally be obtained through a high school program, technical / vocational program, or their equivalents combined with several years of related office work experience.

Preferred Qualifications :

1. Experience with the scheduling of classes using the campus portal, PeopleSoft, or related scheduling experience.
2. Experience with tracking budgets, using the campus budget tool, OBI, or related budget experience.

Application Procedure : To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button :

1. Letter of Interest
2. Resume or Curriculum Vitae
3. Contact information for at least three professional references

Application Deadline : The deadline to submit application materials before first review is 11:55 PM on Sunday May 12, 2024.

Any inquiries about this recruitment can be directed to [Contact Information].