Employment Status: Full-time, Non-Exempt, Probationary Position
Work Schedule:Monday - Friday 8AM - 5PM (Occasional Evenings and Weekends)
First Review Deadline: Applications will be reviewed beginning November 2, 2018.
Current employees will be given preferred consideration.
Under general direction from the Associate Dean of Students and Director for the Office of Student Conduct & Ethical Development (SCED), the incumbent serves as office coordinator for the Office of Student Conduct & Ethical Development (SCED) and Campus Assessment, Response & Education (CARE) Team personnel, and manages all student records for the department. Often the first point of contact, the incumbent assists students, faculty and staff with questions or inquiries about discipline or complaint processes, and arranges referrals/appointments with appropriate staff.
Case Records and Database Management
The incumbent has oversight for daily office operations and procedures, and is responsible for confidential handling of sensitive reports and records, maintaining confidential student discipline and CARE Team case files, database management, preparation and tracking of correspondence and reports, and utilizing tools for case management and corresponding with students who fail to comply with meeting requests, timelines, or sanction guidelines. The incumbent prepares case files and enters cases into the Maxient database. As requested, the incumbent prepares written correspondence explaining and clarifying complex policies and procedures regarding student disciplinary policies and procedures, as well as follow-up correspondences, including but not limited to, overdue sanction notices and sanction completion notices. Coordinates student administrative hearings for cases that do not reach an administrative resolution and prepares hearing documents and materials.
The incumbent communicates regularly with DHRE staff and CARE team members in managing incoming referrals and updating ongoing case records. Works closely with the Office of the Registrar regarding student records and communicates changes in student status as a result of disciplinary action; places and removes holds and official university notations on student educational records (transcripts); prepares regular reports of students sanctioned for academic misconduct who are unable to retake academic courses for forgiveness. The ASC is responsible for compiling statistics for regular reports, including department Annual Report, annual Clery report, and other statistical data or reports as requested by the Associate Dean/Director.
The incumbent is responsible for processing inquiries from investigators who are conducting student background checks for employment purposes or graduate study; prepares documentation regarding student disciplinary status as requested on behalf of students applying for graduate, law, or medical schools, international study, government work, or other employment outside of the university.
The incumbent assists the Director in maintaining office accounts in accordance with all policies and procedures related to finance and budget to meet year-end goals; uses appropriate software (e.g., Excel, Peoplesoft, Insight) to administer office accounts, prepare statistical reports, analyze data, and make financial projections. Manages SCED and CARE budgets and tracks expenditures. The incumbent works closely with the Senior Budget Analyst for Student Affairs. The incumbent coordinates all administrative processes for the department and its personnel, including: ordering supplies and materials, maintaining duplication services, processing online purchase requisitions and related forms, contract renewals and payments, maintaining equipment inventory, travel claims, coordination of travel arrangements and logistics, coordination of travel or meals for trainings or guest speakers, maintenance of general office files.
The Incumbent coordinates all administrative operations for the department, including all event planning and activities, coordinating arrangements for Student Conduct Administrator/CARE meetings with students, faculty or staff, requests for presentations, participation in Orientation and other activities. The Incumbent coordinates student meetings facilitated by administrators for completion of educational sanctions, such as Ethical Decision Making workshops and Peer Health Educator presentations. Assists with development and implementation of creative, educational presentations for classrooms upon request. Develops student centered prevention initiatives and educational workshops, informational office brochures and/or promotional materials.
As requested by the Associate Dean, the incumbent provides administrative support for the CARE Team, including database management and reports, updating case notes on request and tracking case outcomes, attending meetings and preparing agendas and minutes, and preparing reports.
The incumbent will provide coverage for the office reception area as needed and complete other duties as assigned.
Education and Experience
High School Diploma or equivalent plus 5 years of related office work experience. Bachelors degree preferred.
Knowledge, Skills, Abilities
Must have thorough knowledge of office systems and ability to use a broad range of technology systems and packages; thorough knowledge of English grammar, punctuation, and spelling; thorough, detailed knowledge of applicable university infrastructure, policies and procedures; working/demonstrated knowledge of budget policies and procedures and in monitoring and balancing budgets; fluency in the use of standard office equipment (computers, copiers, phones) and standard office software packages such as, Microsoft Office: Word, Excel, and Outlook.
Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills. Must have demonstrated competence in understanding, interpreting and communicating procedures policies, information, ideas and instructions; demonstrated attention to detail; demonstrated skill with prioritizing tasks and completing tasks on time; demonstrated skills to frequently interact with students, faculty and staff to perform services and support functions, that require a professional demeanor at all times; demonstrated skill with accomplishing goals through collaboration; demonstrated problem solving, initiative, and effective interpersonal skills; keyboarding and typing skills; demonstrated effective written and verbal skills and the demonstrated competence to effectively present information in either format; excellent organizational skills.
Must have the ability to: adhere to strict confidentiality and acceptable standards of ethical behavior; interact with a variety of campus and community individuals requiring active problem solving, leadership skills, and effective interpersonal skills; handle highly sensitive information with tact, discretion, and diplomacy; work effectively and interact with a diverse population of students, staff, faculty, and others, as well as, establish, promote and maintain a cooperative work relationship with others; apply independent judgment, discretion, and initiative to address problems recommending and participating in developing practical, thorough, and at times, creative solutions; independently handle multiple work unit priorities and projects, follow-through to completion of assignment; demonstrate flexibility, and ability to establish processes, and promote unit goals; apply, independently, a wide variety of policies and procedures were specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; quickly learn and use new office support technology systems and software packages; draft and compose correspondence and standard reports; effectively handle a broader range of interpersonal contacts, including those of a sensitive nature; provide lead work direction and/or training to others; operate standard office equipment and computer software (i.e., Microsoft Word, Excel, Outlook, Peoplesoft, Maxient); communicate effectively at a level appropriate to the duties of the position; adjust to change (e.g., work environment, technology, responsibilities adjustment); work effectively, establish, promote and maintain a cooperative and productive relationship with others and as a member of team and unit; and perform assigned duties.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.
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