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Working Title

Assistant to the Associate Dean

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 [email protected].

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

Dean's Office - College of Ethnic Studies

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (FTE 1.0)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$4,600.00 - $5,000.00 per month ($55,200 - $60,000 annually)

Salary is commensurate with experience.

Position Summary

Assist the Associate Dean, to MA Ethnic Studies Graduate Coordinator, and to Budget Analyst/Specialist to insure normal workflow is maintained in the College of Ethnic Studies administrative office and academic units of the college.

Position Information

Special Assistant to the Associate Dean

Assist the Associate Dean in the following areas:

Coordinate the College Administrative Office

Maintain the daily operations of the Dean's office, greet campus community and refer inquiries, process petitions. Supervise student assistant(s) in dean's and department suite; collect/distribute work from College staff for student assistants.

Maintain Associate Dean's calendar. Schedule meetings with department chairs, faculty, staff and students and various university committees.

Provide assistance in maintaining dean's calendar, type documents and prepare college council agendas during absence of Dean's assistance.

Faculty Affairs

Distribute information, collect and prepare for review/ranking all faculty awards (Leave with Pay, Presidential Award, Development of Research and Creativity grants, FURI, FRGI, etc.); coordinate annual recruitment/tenure-track faculty searches for the academic units in the college.

Academic Affairs

Disseminate information to chairs and follow-up on deadlines for IRA Budget Appeals and IRA proposals for submission to the Provost's Office. Disseminate information to department chairs requesting annual nominations for Undergraduate Honors Convocation and Distinguished Graduate student award for College council recommendations. Prepare nomination forms for dean's approval for submission to the Provost and Dean of Graduate Studies.

College Registrar (Associate Dean)

Distribute information and follow-up on items specific to the regulations set forth by the Registrar related to grades, petition, and student transactions.

Access to Campus Solutions (CS) to enter grades online for college faculty when needed.

Access to student records for transcripts and course history inquiries.

Ethnic Studies Program

Assist the Associate Dean (or delegate) in the coordination of the ETHS graduate Programs: maintain files on current and past students, oversee the application process to the program; prepare and input the class schedule for all ETHS courses (graduate and undergraduate) ; provide assistance/services to faculty teaching graduate and undergraduate courses; assist and refer students; process petitions; coordinate tenure-track searches; coordinate student teaching evaluations; manage budget and financial affairs; receive and prepare for review graduate applications; maintain filing systems.

Calculate student scores and prepare rankings for MA Ethnic Studies Admissions Committee members for selecting new cohort.

Provide permission numbers to enroll ETHS MA graduate students in supervision courses each semester.

Assign appropriate faculty member to class section(s) of graduate students' supervision/thesis courses.

Assign appropriate faculty member for college-wide classes (ETHS 300GW, etc).

Apprise Associate Dean of academic year time line (Executive Calendar) and meet all deadlines set by university guidelines throughout the academic year.

Curriculum Responsibilities

Input the class schedule for all Collegewide (ETHS) courses. Coordinate room assignments for new lecturers for ETHS courses each semester. Order key and provide copy codes for new lecturers.

Assist coordinator of COES Studio 68@Ethnic Studies and Ethnic Studies Advisign Center in registering student interns in supervision courses each semester. Maintain rosters and monitor student enrollments.

Assist director of the Race, Empowerment, and Justice (REJ) program in faculty support, including faculty research, advocacy, and creative endeavors, and support preparing applications for external funding.

All College

Process telephone requests and repairs; handle reprographics supplies and services.

Prepare work order requests and order parking permits for dean's guests and visiting guest lecturers.

Maintain records of GE course certification requests, new course proposals and revisions. Submit University BULLETIN edits to Division of Undergraduate Education and Academic Planning.

Order supplies (paper, toner) for CoES Dean's Office, copier room, ESAC, computer and graduate labs.

Provide assistance to CoES computer lab (open and secure alarm each day). Contact AT when computers/printer are not operating.

Provide assistance in planning/organizing annual graduation reception, CoES anniversary events and conferences, and dean's list honorees reception.

Budget Assistant

For the Dean's Administrative Office under direction of the College Budget Analyst/Specialist

Prepare and process all orders for supplies and services including reprographic needs.

Order computers, printers, audio/visual equipment for CoES faculty.

Process travel claims for ETHS faculty and IRA student travel request/claims, requisitions, hospitality and honoraria payments.

Support the college budget analyst in maintaining expenditures and balances from college and RRS department accounts.

Post student assistant/work-study jobs; hire college student clerical assistant; review monthly voucher

Minimum Qualifications

• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form

Preferred Qualifications

Specialized Skills
High range technical level which includes working knowledge and use of PC or MAC; MS Word, Excel and Powerpoint; knowledge of Safari, Firefox, etc. programs, website page design and graphics programs. University Campus Solutions, PeopleSoft system used in HR, Academic Scheduling and Financial Affairs preferred. Ability to interpret/apply wide variety of policies/procedures relating to and impacting organization unit and/or administrative specialty; analyze data, use basic statistical techniques; organize/plan work and projects; compile/compose/present clear and comprehensive reports; effective written and interpersonal/communication skills; maintain effective working relationships at all levels; use of considerable judgment/discretion; recruit, lead, motivate, train and evaluate/schedule work of others.

Specialized Abilities
Possess qualitative and creative thinking/problem solving skills; take initiative; independently plan/organize/coordinate work; anticipate problems; use creativity and ingenuity; interpret/organize/present Information/ideas effectively.

Extensive Knowledge
University policies and procedures; university business systems.

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.

Employment Requirement

CSU requires 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 should be prepared to comply with this requirement. The systemwide policy can be found at

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.

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.