Academic Office Coordinator (Administrative Analyst/Specialist Non-Exempt) - Clinical Lab Sciences Program

Position Summary

The Administrative Analyst / Specialist is a broad classification with four position skill levels. It is designed for positions covering a wide range of general and / or specialized administrative responsibilities in support of a program and or organizational unit.

Most of the work is administrative and analytical in nature with duties covering operational, policy and program research, analysis, reporting, and evaluation for the effective development and administration of programs or improvements to operational policies and procedures.

Incumbents may also provide program administration or leadership. Responsibilities may include overseeing day-to-day administrative operations and providing lead work direction to others.

Position Information

Performing Administrative Duties for CLS Director

Handling and arrange the schedule and faculty workloads for special sessions throughout the semesters. Assisting with budget management, tracking revenue & expenses, processing invoices, check requests, Honorariums, and expense reports - Timely completion and submission of the Online Scheduling Building (OSB) for Fall, Spring, & Summer sessions.

Maintaining financial records for General fund, Trust Funds from both University and CPaGE Offices.

• Processing Hiring Documents and ETRAC transactions for CLS, including Lecturers and Student Assistants. Leverage the course scheduling system (CS) to actively monitor and facilitate effective communication regarding the department's class schedule for each academic term, ensuring that all students are informed and up to date.
• Generate and review audit reports to ensure accuracy and completeness of the published course schedules. Coordinating department-hosted events such as Faculty Panel Interviews, Student Selection, Advising Group Sessions, Graduation Day, SFSU accreditation visits, and Orientation Day etc.

Managing catering services for advisory committee meetings, student selection day lunches, and graduation reception.

Assisting with applicant files and summarizing applicant outcomes for each class. Helping with CastleBranch documentation for clinical courses to ensure that HIPAA compliance is maintained in the interactions between the department and hospitals or reference labs.

Communicating with prospective internship & reentry students and advising current CLS students under the supervision of the Director.

Providing General Office Management and Administrative Support for CLS Program

Managing office procedures for filing / archiving hard and soft copy documents, including student files and special project documents.

Leading coordination and logistics for the office, including monitoring office machines and troubleshooting equipment issues.

Oversee the ordering and inventory management process for supplies required in laboratories, classrooms, and the office space, ensuring appropriate stock levels are maintained.

Prepare and submit DocuSign / TAR approval requests and purchase order requisitions for necessary acquisitions.

Attending Campus, CHSS, and AOC meetings to stay informed about SFSU Policy and Procedure changes. Hiring, training, and supervising Student Assistants.

Assisting CLS Faculty with Travel Documentation and payroll distribution. Maintaining departmental whiteboard calendar for faculty and staff.

Scheduling repairs or requests for Information Technology and Operation Facilities, Handling mail distribution, filing, and copying as needed.

Minute-taking at Advisory committee meetings. Preparation of promotional material for the website, brochures, stationary, and business cards.

Present the department with tasks related to affiliated laboratory network representatives, laboratory representatives (not within affiliated network).

Keep a record of communication with prospective applicants, past alumni, and California Department of Health representatives for NAACLS accreditation purposes.

Contracted vendors representing service agreements for laboratory and office equipment, supplies, and services.

Maintain and update the department's website by incorporating new information such as upcoming events, departmental changes, profiles of new faculty members, and other relevant content.

Address and resolve requests or inquiries received from faculty members within the department, ensuring prompt and efficient resolution of any issues they may encounter.

Facilitate communication with various campus departments regarding transferred funds that have not been received, and work to resolve any challenges or delays in the transfer process.

Disseminate email communications to all faculty members, students, and other relevant stakeholders within the department, keeping them informed about important announcements, updates, or developments.

Regularly communicate and coordinate with the Department Director & Chair, providing updates on the aforementioned processes, seeking guidance or approval when necessary, and ensuring seamless collaboration and efficient workflow.

Ensure that the office environment is well-maintained, clean, and professional, creating a conducive atmosphere for productivity and a positive representation of the department.

Other duties as assigned.

Minimum Qualifications

• Working knowledge of general practices, program, and / or administrative specialty.
• Basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of budget policies and procedures.
• 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.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

Preferred Qualifications

• Experience working in an office or academic environment of at least 2 years.
• Highly organized and able to multitask and manage priorities.
• Possess a high level of interpersonal skills and professionalism.
• Sensitivity to working in a multicultural setting is imperative.

Environmental / Physical / Special

• Must be able to sit, stand and move about the department freely.
• Ability to lift and carry textbooks and office supplies either in hand or by use of carts.

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