Administrative Support Coordinator/Front Desk Lead - (Administrative Support Coordinator II) - College Advising/DUEAP

Position Summary

The Division of Undergraduate Education and Academic Planning (DUEAP) is comprised of several units, all of which hold the students we serve at the heart of our institutional mission.

One of these units is the Undergraduate Advising Center (UAC), which provides comprehensive academic counseling to help students achieve their academic, personal, and career goals.

The UAC helps undergraduate students explore majors, identify their strengths and interests, and supports them in overcoming academic and personal challenges.

In addition, the UAC provides advising on SF State’s General Education and graduation requirements, major requirements, policies, and procedures.

Our goal is to encourage self-advocacy, promote academic success, graduation, and a lifetime of learning. The Administrative Support Coordinator supports daily operations at the UAC by providing front and back office administrative and organizational support at the center.

This position provides administrative support to UAC advisors, staff, and managers. The incumbent works directly with students and must maintain a user-friendly environment to support positive student experiences.

Duties include interacting with students and visitors at the front desk, providing basic advising information, helping students understand policies and procedures, answering phone calls and emails, assisting with a variety of clerical and administrative tasks, and supporting the maintenance of the UAC website.

This position reports to an Advising Manager in DUEAP

Position Information

Administrative Support

• Independently coordinate administrative support functions and day-to-day operations of the UAC; based on the goals as set forth by DUEAP advising directors.
• Facilitate the process for students to meet with an academic advisor during virtual and in-person drop-ins and appointments.

Requires the utilization and coordination of various scheduling and communication tools, such as EAB Navigator, Microsoft Teams, etc.

• Prepare and update advising handouts and related materials
• Answer UAC phone, respond to emails and forward emails to academic advisors / advising teams as appropriate.
• Work directly with other UAC administrative staff to support front desk reception. Refer all visitors to appropriate offices and individuals when appropriate.

Respond to all inquiries from faculty, staff, students and visitors in a prompt and professional manner.

• Provide administrative support for advising-related projects.
• Interpret university policies and procedures for students and faculty.
• Assist and prepare memos and forms.
• Maintain, gather, and prepare data for advising projects as requested by DUEAP advising directors.

Special Projects / Event Support

• Provide logistical and administrative support for various projects and events conducted in person and virtually.
• Events may include : outreach, recruitment, and admitted student events (e.g., Gator Talks, Explore SF State), First-Year Experience activities, etc.
• Provide administrative support for retention and graduation activities and projects.

Update / Maintain UAC Website

• Edit and maintain the website. Post updated resources and information in a timely manner and ensure content is accurate and clear.
• Monitor website to fix outdated / inaccurate information.

Other duties as assigned

Minimum Qualifications

Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.

Thorough mastery of English grammar, punctuation, and spelling.

Expertise in using office software packages, technology, and systems.

Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.

Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.

Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.

Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.

Ability to effectively write and present own reports.

Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations

Ability to use negotiation and persuasion skills to achieve results and expedite projects

Preferred Qualifications

Experience using PeopleSoft CRM, MS Office Suite Word, Excel, PowerPoint, Outlook - Experience using Office 365 - Familiarity with CS as used for Student Services at SF State

Environmental / Physical / Special

Regular work hours are 8am-5pm, Monday through Friday. Ability to work occasional weekend hours and evening hours. Regular attendance is considered an essential job function;

the ability to meet attendance requirement may preclude the employee from retaining employment.

Pre-