Working Title

Undergraduate Coordinator/Assistant to the Chair

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status.  Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus.  Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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.

This position may be a "designated position" in the California State University's Conflict of Interest Code.  The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Biology

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday, from 8:00am - 5:00pm

Anticipated Hiring Range

$4,931.00 - $5,300.00 Per Month ($59,172.00 - $63,600.00 Annually)

Salary is commensurate with experience.

Position Summary

This administrative analyst position is in the Department of Biology at San Francisco State University. SF State is a member of the California State system and serves a diverse student body of 30,000 undergraduate and graduate students. The University seeks to promote appreciation of scholarship, freedom, and human diversity through excellence in instruction and intellectual accomplishment. The Department of Biology is home to over 1600 undergraduates, 200 master’s students, 14 staff, 40 lecturers, and 45 tenure/tenure-track faculty who hail from diverse backgrounds. The department is proud of its reputation in actively engaging students from diverse backgrounds in scientific discovery.

The Undergraduate Coordinator/Assistant to the Chair will be responsible for administering our undergraduate programs and coordinating our advising efforts. They will also serve as an assistant to the Chair and will work to create a welcoming environment for students, staff, faculty, and visitors. This position requires maintenance of confidential files, as well as student petitions. The incumbent will receive lead work from the Biology AOC and will report to the Chair of the Biology Department.

Position Information

Administer the Biology Undergraduate Program

• Keep graduation roadmaps and graduation checklists up to date.
• Process and record all forms and petitions related to undergraduate programs.
• Ensure compliance with university rules and regulations.
• Respond to all outside inquiries concerning the department’s undergraduate program.
• Solicit nominations for undergraduate hood nominees and organize selection committee to make recommendations.
• Collect and analyze student success data.
• Collect course syllabi each semester for Biology records and for college anti-racism committee.
• Administer department mentoring program
• Organize Fall semester student orientation for incoming freshmen and transfer students.
• Coordinate Biology Graduation Committee and field student questions regarding Biology Commencement.
• Send weekly emails to students and faculty notifying them of club events, research opportunities, job opportunities, etc.

Provide Support for Departmental Advising Efforts

• Maintain and update list of advisors and their office hours.
• Track student status through degree progress reports and on EAB.
• Organize advising workshops, orientations, and Gator Days.
• Communicate with students about advising.
• Assist with undergraduate advising inquiries.
• Assist faculty advisors with submitting advisor requests.
• Review change of major requests in CS as submitted.
• Assist students with course enrollment issues and questions.

Provide Administrative Support for the Chair

• Assist Chair in reconciling his/her p-card.
• Assist Chair with communications.
• Assist Chair with scheduling meetings.
• Assist Chair with administrative duties as needed.
• Meet weekly with Chair to plan undergraduate efforts.
• Record and transcribe department meetings, moderate meetings on Zoom.

Information Clerk and Reception Duties

• Function as the public face and first point of contact for students visiting the Biology Office, as well as those that call or email.
• Create a welcoming environment for students, staff, faculty, and visitors.

Provide Administrative Support to Biology

• Maintain lists and approves messages on the Biology list servers.
• Maintain and trouble-shoot copy machines and printers in Biology office
• Assist students and faculty with printing and scanning jobs in the Biology office.
• Assist externally funded programs (especially those with no admin support) with acquisition of student related data (as approved by the Chair).
• Set up and distribute departmental surveys using Qualtrics.
• Maintain department directory (faculty/staff/lecturer/GTA lists).
• Update department website with new instructors, advising hours, Biology events, etc.  
• Run social media platforms for the Biology department (Instagram, LinkedIn, Twitter, Facebook).
• Design and distribute the annual BioCONNECT newsletter highlighting faculty, student, and alumni accomplishments.

Provide Administrative Support to Faculty and Lecturers

• Assist HRTP Chair with retention, tenure and promotion processes (voting, ballots, etc.).
• Provide information and guidance on university policies and procedure to faculty, staff and students at the undergraduate levels.
• Provide technical advice for faculty advisors.
• Submit access requests for new faculty to use the advising request center.
• Provide permission codes and add students to courses.

Other duties as assigned

At All Times

• Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
• Demonstrate safe work practices for oneself, others and the office environment.

Minimum Qualifications

• Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through 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.
• 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

• Excellent communication skills.
• Friendly interface with users.
• Adept with word processing programs and spreadsheets.
• Experience with problem solving.
• Experience working with people from diverse backgrounds.
• Bachelor’s degree or equivalent to graduation from a 4-year college.
• Ability to work independently.
• Experience using Qualtrics.
• Experience using Drupal.
• Core Competencies – embody the following competencies:
• Bias toward collaboration and teamwork.
• Effective oral, written and nonverbal communication skills.
• Customer/Client Focus with an emphasis in problem solving and resolution.
• Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
• Diversity and inclusion.

Environmental/Physical/Special

Incumbent must be able to multi-task with tight deadlines. Must be able to move boxes of copier paper.

Possess a valid California Driver's License and comply with the Defensive Drivers Training program requirements if a vehicle is used to travel on official business.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions.  SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU).  CSU is a state entity whose business operations reside within the State of California.  Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception.  While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hrwww@sfsu.edu.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.