Academic Office Coordinator (Administrative Analyst/Specialist– Exempt I, Range 2) – Physics &

Position Summary

The Academic Office Coordinator (AOC) independently interprets a variety of complex organizational policies and procedures; uses initiative and judgment in analyzing information, and determines a course of action with the specifications of standard practice and established procedures to meet the operations, budgetary and personnel needs and program goals for the department. This position sets work standards for the department office, takes initiative and independently plans, organizes, coordinates and performs work in myriad situations where numerous and diverse demands are involved. The AOC assists the Department Chair with department budget analysis and projection, enrollment data analysis, academic schedule planning, analysis of operations, fiscal management, planning and administration of operational systems. The AOC has a high degree of responsibility, handles matters of a confidential nature, has thorough knowledge of campus and department policies and procedures, identifies deviations from applicable policies and procedures, and coordinates changes in procedures. The AOC is responsible for overseeing day-to-day administrative departmental operations and provides lead work direction to staff and student assistants. The incumbent receives general direction from the Chair of the Physics & Astronomy Department and reports to the CoSE Personnel Officer.

Position Information

Academic Coordination

• Assist department chair with planning and building academic class schedule each term.
• Oversee class enrollments throughout the enrollment period.
• Collect course syllabi from faculty each term and save in electronic records.
• Collect office hours from faculty each term and post and disseminate.
• Communicate upcoming academic calendar events and deadlines throughout the term to faculty, staff, and students.
• Assist Department Chair with collecting, organizing and analyzing data on class enrollments, number of majors, retention, graduation rates, etc., for institutional and program reviews, as well as calibration of future scheduling, faculty appointments, and budget priorities.
• Assist faculty with class cancellations, relocations, or day/time changes, including emailing affected students and/or posting signs.
• Research course and program offerings of other academic departments that influence courses and scheduling in the department; identify problem areas for course and program capacity, and bring issues of concern to the attention of the Department Chair.

Administrative Coordination

• Communicate relevant policies and procedures to faculty, staff, student employees, students, and college administrators.
• Provide consultation to faculty, staff, and students and direct those with highly sensitive situations to the Department Chair for resolution.
• Maintain scholarship application portal and coordinate scholarship disbursement with on-campus scholarship offices/departments.
• Provide administrative support to faculty, staff, and students regarding processing of various paperwork, payments, and reimbursements.
• Purchase and monitor usage of office supplies.
• Maintain and organize department physical and electronic records.
• Maintain upkeep and organization of department main office and mail room.
• Maintain various department email distribution lists.
• Answer phone calls and emails to department office, address concerns and/or redirect to relevant persons for resolution.
• Coordinate day-to-day activities/tasks and functions of student office assistant(s); monitor workload and work product.
• Assist Department Chair in allocating resources and facilities to faculty, staff, and student, including renovation of offices and laboratory spaces, equipment and furniture purchases, and electrical, computing and telephone installations.
• Assist with logistics of renovation projects as directed, including coordinating access, recordkeeping and purchases of equipment and furniture as needed. Under general direction of the department chair, negotiate budgetary move-in costs with CoSE Operations Coordinator and CoSE Director of Budget & Finance for offices and laboratories.

Budget and Finance Support

• Monitor department revenues and expenditures within various department accounts, including general, trust, foundation, endowment, scholarship, and University Corporation (UCorp) funds.
• Develop systems to track and update detailed budget records and spreadsheets; reconcile department accounting records against university financial ledgers; and make corrections when necessary.
• Prepare financial reports for Department Chair using historical budget data that includes course augmentations, lab fees, scholarships and foundation, instructional related accounts. Assist Department Chair in fund reallocation as necessary.

Personnel Coordination

• Inform department personnel on university HR policies and practices.
• Process department personnel transactions including appointments of temporary lecturer faculty (10-15), graduate teaching assistants (25-30), and student employees (student assistants, graders, research assistants, office and stockroom assistants) (20-25).
• Assist faculty, staff, and student employees with problems relating to employee appointments.
• Interview and assist Department Chair in the hiring of student workers (e.g., office and stockroom student assistants).
• Orient student employees to university, college, and department policies and procedures.
• Coordinate the student payroll process for the department, including collecting electronic timesheets and verifying worked hours with direct supervisors.
• Generate “Faculty Work Load and Assigned Time” reports each semester.

Event Planning & Hospitality Coordination

• Plan regular and special events (e.g., weekly colloquiua, student welcome events, graduation celebrations, and other special events), including creating of flyers and/or emails to advertise events, securing room reservations, acquiring AV support, purchasing food and/or securing catering orders, purchasing decorations.
• Track RSVPs for events as necessary .
• Lead student assistants with event set-up and clean-up.
• Process payments, reimbursements, honoraria related to events.
• Track event expenses and maintain records to facilitate making events more cost-effective.

Other duties as assigned

Minimum Qualifications

• A bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
• Thorough knowledge of policies, procedures, practices and outside regulations pertaining to the applicable program and/or administrative specialty.
• Basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form. Ability to compile, write, and present reports related to program or administrative specialty.
• Ability to organize and plan work and projects including handling multiple priorities. Ability to anticipate problems and address them proactively. Ability to make independent decisions and exercise sound judgment. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

• Ability to work independently on varied or specialized administrative and analytical duties, follow through on assignments with minimal direction, and handle sensitive and confidential matters.
• Knowledge of CSU policies, procedures and guidelines, including specific campus procedures, to interpret inquiries and request to formulate appropriate action or responses.
• The use of sound judgment and discretion to analyze and address problems, interpret and apply theories and principles, and develop and recommend alternatives and best courses of action.
• Ingenuity in determining methods to achieve programmatic goals, and develop and implement program policies required.
• Experience researching and analyzing information using skills to think logically and identify anomalies, trends, and potentially invalid data.
• 5-7 years administrative work experience involving study, analysis, and or evaluation leading to utilization, interpretation and dissemination of administrative policies, procedures, practices and programs.
• Ability to understand and analyze complex problems from a future-oriented and broad interactive, perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.
• Ability to provide training to administrative staff and provide lead work direction; work with others at all levels within the organization; act as a representative to outside contacts; and take initiative and independently perform work in a fast working environment.
• Working knowledge of various software tools including Microsoft Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Illustrator, Photoshop, and Box for file management. Knowledge of campus systems: FMS, HRMS, and Footprints. Familiar with CSU and SFSU policies and procedures.
• Ability to anticipate workload needs and proactively prioritize needed actions based upon unit priorities and management's objectives.
• Familiarity with campus wide offices, administrative contacts, campus structure and resources.
• Ability to work variable nights, weekends and/or holidays, on campus or off-site, depending upon work conditions.

Environmental/Physical/Special

This position has a regular forty hours work schedule. The AOC may be required to work after hours and on weekends as needed to support department administrative operations.
Extensive use of personal computer.

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