University Enterprises, Inc. (UEI) at Sacramento State is seeking an Administrative Coordinator for McNair Scholars Program.
The McNair Scholars Program is a program designed to prepare selected university students, in junior and senior standing, for admission and study at the master’s and doctoral levels. During this time, the students participate in a series of workshops, seminars, lectures, and are given the opportunity to participate in statewide and national conferences to present their research findings. The program is one of the components of the Council for Opportunity in Education’s federal TRIO programs. To learn more about the McNair Scholars Program at Sac State, visit https://www.csus.edu/academic-affairs/mcnair-scholars-program/
RATE OF PAY: $19.02 – $28.53 per hour
BENEFITS: UEI offers an excellent benefits package that includes:
- UEI contribution to a TIAA retirement plan after one year of service
- Paid Vacation Time
- Paid Sick Time
- Paid Holidays – 14 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
- Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
- Educational Assistance Program for employees and/or dependents
- View a comprehensive list of all of the benefits at https://www.enterprises.csus.edu/wp-content/uploads/UEI_Benefits-At-A-Glance-Brochure_Projects.pdf
FILING DEADLINE: February 11, 2024
APPLY ONLINE: To be considered, all applicants must apply through the UEI website at https://secure6.saashr.com/ta/6158859.careers?ShowJob=537309797. Applicants who apply outside of this link will not be considered.
CONDITIONS OF EMPLOYMENT: This position is a full-time, non-exempt (eligible for overtime pay), benefited position, with a defined contribution retirement plan through TIAA. (The position is not covered under the California Public Employees’ Retirement System.) Continued employment in this position is dependent upon funding and the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee, can, at any time, terminate the employment relationship at will, with or without cause. Program continuation is contingent upon funding.
The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa).
It is strongly recommended that all University Enterprises, Inc. employees follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.
1. Demonstrated skills in modern office methods, procedures, and practices including typing, telephone, transcription, word processing, social media processes, and personal computer skills.
2. Excellent command of the English language including grammar, spelling, and punctuation.
3. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference with demonstrated knowledge of standard principles of budget creation and maintenance procedures and practices.
4. Demonstrated ability to clearly answer routine questions and explain program procedures and policies to students, the public, faculty, and staff.
5. Experience effectively analyzing operational and procedural problems and developing, recommending, and evaluating proposed solutions.
6. Demonstrated experience designing, creating, and maintaining databases and spreadsheets; must be able to gather data from databases and spreadsheets for periodic reports; must be proficient in Excel, and Access or an equivalent program.
7. Excellent computer skills and proficiency using relevant social media platforms. Thorough knowledge of word processing and presentation creation, such as the programs in the Microsoft Office Suite.
8. Must be available to work occasional evenings and weekends when needed.
9. Demonstrated experience working independently with little direction and the ability to consistently exercise a high degree of initiative, coordinate many different tasks, determine the relative importance of each task, set deadlines, and complete projects accordingly.
10. Excellent oral and written communication skills, interpersonal skills, and positive attitude to effectively function as part of a team.
11. Demonstrated ability to work effectively and to establish, communicate, and maintain cooperative working relationships with diverse populations, i.e., ethnic, second language speakers, socioeconomic and educational backgrounds, as well as people with disabilities.
12. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.
1. Demonstrated experience in updating and maintaining web content.
2. Extensive computer skills and proficiency using relevant social media platforms, and MS Office applications, especially Access and Excel.
3. Demonstrated skill in providing training on database administration and web page development.
4. Familiarity with federal grant requirements, reporting, and enforcement.
5. Recent and direct work experience with fellowship, student support, and/or intern programs.
6. Experience with outreach campaigns targeted at underserved populations.
With or without reasonable accommodation: Sit for extended periods; walk across campus; frequently stand and walk; manual dexterity and hand-eye coordination; corrected hearing and vision to normal range; verbal communication; ability to use office equipment including computers, tablets, telephones, calculators, printers, copiers, scanners, and labeling machines.
Work is performed in an office environment. Continuous contact with staff, Sacramento State campus community, funding agency representatives, and the public.
DUTIES AND RESPONSIBILITIES
This position is responsible for the planning, organizing, and coordinating of the administrative support operation of the Sacramento State McNair Scholars Program. In accordance with federal, state, and university policy and procedures, the incumbent analyzes documents and recommends proper courses of action related to program budgets, data management, publicity, and office policies and procedures. The incumbent provides support to the administrative function by maintaining records and compiling monthly and yearly reports related to budgeting, program objectives, and student outcomes. Additionally, the incumbent is responsible for database development, web design, social media, and publication software applications and materials. The position reports directly to and receives general supervision from the Coordinator of the McNair Program. The position interacts with personnel from the Sacramento community, campus administration, faculty, staff, students, University Enterprises Inc., and federal funding agency personnel.
The specific duties and responsibilities are as follows:
1. Analyzes documents, and recommends proper courses of action related to program budgets, data management, publicity, and office policies and procedures.
2. Assists the Director and Program Coordinator and provides support to the administrative function by maintaining records and compiling monthly and yearly reports related to budgeting, program objectives, and student outcomes.
3. Responsible for the technological aspects of the program, including database development, web updates, social media, and publication software applications. Designs, develops, and implements a database of program recipients, internship, and graduate resources for reports. Assists in the creation and maintenance of the website and social media accounts; works in conjunction/cooperation with the University Communication, Information Resource and Technology, and other university campus service units to maintain the McNair website and social media accounts; and updates the information to maintain currency.
4. Assists the Director and Program Coordinator in ensuring the application of broad and specific operating policies and procedures in organizing and monitoring and performing maintenance of the program’s budget. Establishes and maintains internal budgetary procedures, including the establishment and maintenance of budgetary tracking system to ensure that individual expenditures are accredited to the appropriate account (i.e., federal grant account, state grant account, university in-kind account). Monitors and reconciles monthly expenditures. The incumbent also creates and maintains spreadsheets and ledgers on each account/line item. The position is responsible for identifying, researching, and resolving discrepancies pertaining to the program’s budgets. Advises the Program Coordinator on any problems with allocations or expenditures.
5. Responsible for compiling data for mid-year and year-end reports on budget, program, and participant activities.
6. Performs general clerical functions such as typing, word processing, taking and transcribing minutes, computer data entry, crafting and posting messages to social media, and related tasks to facilitate the operation of the program.
7. Screens telephone calls and receives visitors, determines nature of the call, and whether the call can be handled personally or must be forwarded. Provides general information and assistance to students.
8. Screens incoming correspondence for review by the Director and Program Coordinator and redirects mail to the appropriate staff and departments.
9. Maintains Director’s and Program Coordinator’s calendar. Schedules appointments and meetings for the Director and the Program Coordinator.
10. Maintains records and compiles periodic reports on budget, equipment, expenditures, and supply inventories, using spreadsheets and other databases. Monitors office equipment and service contracts, schedules servicing and maintenance of equipment.
11. Ensures that all documents/forms related to the McNair Program are processed properly and in a timely manner; including but not limited to contact forms, evaluation forms, Individual Education Plan forms, activity forms, and payroll forms.
12. Responsible for all payroll functions related to the McNair Project. Reminds UEI employees to submit their time reports via the online timekeeping system and maintains attendance records. Works with the UEI Payroll department to resolve discrepancies.
13. Establishes and maintains program files and record-keeping systems including confidential information and data for longitudinal studies and funding office reports.
14. Processes all travel requests and advances; makes travel arrangements, gathers supporting documentation for travel claims; completes travel claims and forwards for appropriate signatures.
15. Creates publicity flyers, social media posts, newsletters, and promotional materials. Compose written/visual content that successfully engages a student base.
16. Uses word processing to create correspondence and reports for Director and Program Coordinator.
17. Assists the Program Coordinator in developing and distributing strategic social media outreach plans through Sacramento State channels and various social media platforms; supports the design of strategic outreach campaigns to meet a variety of McNair program goals, and generally works to promote the goals of the McNair Scholars Program to students, faculty, and the campus community.
18. Provides administrative support and analysis on critical and time-sensitive assignments and performs other duties as assigned by the Dean of Graduate Studies, the Program Director, and the Program Coordinator to ensure the success of the program and the participants.
19. Oversees the work performed by the student assistants and/or graduate assistants.
Note: This position vacancy is with University Enterprises Inc., an auxiliary organization of California State University, Sacramento. This is not a University position; the incumbent will be an employee of University Enterprises.
***AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER***