Job Title: Office & Program Coordinator
District/Division: Inclusion and Equity
Department: Equity, Planning & Compliance (75%) and Veterans Upward Bound (25%)
Classification: C4
Updated: January 2019

Job Summary

Provides support to the administrative staff in Equity, Planning & Compliance. This position reports directly to the Assistant Vice President for Equity, Planning & Compliance, Division of Inclusion & Equity and interfaces with the office of the Vice President, and serves as immediate backup for the Executive Assistant.

Essential Functions

• Provides administrative and clerical support for the Assistant Vice President for Equity, Planning & Compliance; immediate backup for the Executive Assistant to Vice President of Inclusion & Equity; Title IX Director; Director AA/EEO, and Director Veterans Upward Bound which includes planning, coordination, implementation of projects, events and services, as well as programmatic coordination, development, and evaluation.
• Provides administrative support regarding planning, implementing, and staffing various major programs as needed (e.g. ATIXA trainings, Title IX trainings, Hiring Symposium, Inclusion Advocate trainings, Cesar E. Chavez program, etc.).
• Maintains calendar/schedules for the Assistant Vice President of Inclusion & Equity; Title IX Director; Director AA/EEO, and Director Veterans Upward including scheduling confidential timely meetings, space, media equipment, food service, etc.
• Provides support for budget monitoring/reporting, purchasing, travel planning, and office supply management.
• Completes projects as assigned which may involve planning, coordinating work, analyzing data, and/or preparing reports.
• Generates reports, correspondence, presentation materials, and other materials using various computer systems.
• Serves as office computer/technology consultant, coordinates technology planning/problem-solving with Information Technology, develops/maintains web pages as needed, and coordinates responses to queries to the office through the web.
• Acting with a high degree of independence with inside and outside constituents in coordinating events, special projects, and functions for the Division of Inclusion & Equity and the office of Equity, Planning and Compliance (i.e. materials, room reservations, meals, etc.

Budget:

• Budget administrator and liaison for the $1.36 million Veterans Upward Bound Grant; $85,597 Equity, Planning & Compliance; $180,784 Title IX; $119,734 AA/EEO.
• Maintains and analyzes budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
• Manage and maintain the Equity, Planning and Compliance budget (i.e. travel, mileage, payments to speakers, etc.).

Database Sensitive Data Management:

• Maintains database performance for Grievance Management Edition (GME) software system which houses the submitted complaint reports for Title IX, AA/EEO, and Human Resources.
• Maintains records university-wide for the Inclusion Advocate certification program.
• Maintains records for Intercultural Development Inventory (IDI) Assessments.
• Maintains department CMS websites; Title IX, AA/EEO, Division of I&E.
• Assists IT with Deque online web accessibility training campus-wide.
• Schedule meetings with complainants, respondents, and witnesses for Title IX and AA/EEO which consists of locating individuals through various methods of tracking individual’s contact.
• Generates reports, correspondence, and other materials using various computer systems.

Veterans Upward Bound:

• Budget administrator and liaison for the $1.36 million Veterans Upward Bound Grant.
• Provides administrative support regarding planning and implementing of various VUB initiatives yet to be developed.

Provides support for Cesar E. Chavez programs:

• Reconciles cash transactions of Cesar E. Chavez special events by logging cash, checks, and credit card receipts and processing deposit report.
• Provides event support as assigned.

Office Supervision:

• Lead PSS accountable for the overall operational responsibilities of the EPC office.
• Assists with hiring, training, supervising, and evaluating student employees.
• Prepares materials for internal/external communication.
• Assist with employment search process; calendar for chair; posting advertisements in various publications; arrange meeting accommodations; arrange travel & lodging accommodations for candidates; process reimbursement for candidates, etc.
• Completes work orders for food service, media service, and facilities services, etc.
• Order supplies and equipment needed for events/programs.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventative maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Proofreads correspondence and materials for publication.
• Maintain general office files including historical data.
• Receive information in various forms and determine the appropriate method of processing.
• Oversees and coordinates programming and services.
• Coordinating the production of promotional materials.
• Develop, prepare, and analyze evaluations and compile the data.
• Other related duties as assigned.

Non-Essential Functions

Not Applicable. 

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor’s degree preferred.
• Higher education experience.
• Supervisory experience.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Back to C4 Position Descriptions