College Graduate Programs And Recruitment Coordinator

College Graduate Programs and Recruitment Coordinator

College of Arts, Humanities, and Social Sciences
Job #525928
Close Date: Sunday, May 21, 2023

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 Graduate Programs, and 4 credential programs - all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #525928) Administrative Support Coordinator II, College Graduate Programs and Recruitment Coordinator, Salary Range: $3,681 - $6,034 monthly. Hiring Range: $3,681 - $3,865 monthly. Appointments are typically made at the beginning of the salary range. Salary is commensurate with qualifications and experience. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Dean's Office of the College of Arts, Humanities, and Social Sciences Department. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Position Summary:

Under the general direction of the Associate Dean, work direction from the Dean, Associate Dean, and College Budget Analyst, the incumbent is responsible for administrative and clerical support of the Graduate Programs in the College of Arts, Humanities, and Social Sciences, and college-wide initiatives and projects with a specific focus in the areas of recruitment, enrollment, curriculum management, and student success.

Key Responsibilities:

Graduate Programs Administrative Support

• Serve as first point of contact for prospective students, applicants, and public for all College Graduate Programs (currently English, Anthropology, Environment and Community, and Sociology).
• Provide organizational and administrative support for the Graduate Programs and faculty graduate program coordinators including scheduling and attending meetings related to graduate program operations, planning graduate program events and field trips, monitoring graduate program email inboxes, maintaining graduate program records, and updating graduate program websites.
• Coordinate and collaborate with Marketing and Communications, graduate program coordinators, and other stakeholder offices and staff to promote the Graduate Programs via mass mailings, social media, graduate fairs, and other outlets, and facilitate the creation of new and/or updated recruitment materials.
• Coordinate and collaborate with Office of Graduate Studies to process applications in current application system, communicate with applicants about their application materials and status, and assist in onboarding new graduate students.
• Coordinate with departmental staff (i.e., Department Coordinators) to purchase supplies and services related to graduate program operations, track expenditures, and monitor program budgets.
• Performs other graduate program support administrative duties as needed and assigned.

Recruitment, Enrollment, Curriculum Management, and Student Success Administrative Support

• Serves as college point of contact and liaison to Office of Admissions, Registrar's Office, Marketing and Communications, and other entities on campus.
• Provide administrative support and coordinate in collaboration with the Office of Admissions, Marketing and Communications, CAHSS department chairs, and Associate Dean all college outreach to prospective students and Recruitment efforts; facilitates technical support with other offices for student orientations and Recruitment events.
• Oversees student worker preparation of recruitment materials such as gift packs, stickers, etc.
• Facilitates college department website updates by interfacing and collaborating with Marketing and Communications; coordinates with department staff within the College to maintain their capacity to manage updated websites.
• Collaborates with Dean's Office Coordinator on social media campaigns related to recruitment and enrollment.
• Maintains a working knowledge of the university's course scheduling and curriculum management system and requirements and acts a resource for the Dean, Associate Dean, and departmental staff
• Assists Associate Dean with enrollment management and curriculum planning processes including coordinating annual schedule planning, maintaining records related to course offerings and instructor workloads,
• Oversees processing of student documents (petitions, grade change requests, etc.).
• Coordinates college-wide commencement preparations including the student and faculty participations, selection of Mace Bearer and Student and Faculty Marshals, and communicates necessary commencement information to all college faculty and staff.
• Supports scholarship administration and facilitates the annual awarding of the Van Duzer and Graduate and Undergraduate Dean Scholarships by working with the relevant departments, Associate Dean, Admissions, and Financial Aid Office.
• Coordinate with the Office of the Dean of Students to help facilitate Fall and Spring Previews and Orientation.
• Coordinates and facilitates the college-wide class climate survey process.
• Performs other duties as assigned in support college recruitment, enrollment, and student success efforts.

College Wide Administrative and Clerical Support

• Provides general information, guidance, support, and problem solving to college-wide faculty and staff.
• Understands and explains a variety of university, college and department policies, procedures, and practices to students, faculty, and staff.
• Coordinates with department staff and assists with completion of department academic support staff actions in the absence of the support staff, especially during the summer as directed by the Dean and AD.
• Performs other college-wide support duties as needed and assigned.

Other Duties as Assigned

Knowledge, Skills, and Abilities Associated with this Position Include:  

• Mastery of English grammar, punctuation, and spelling (thorough).
• Fluency in standard office support technology systems and software packages and willingness and ability to learn new software and related skills required to perform job duties effectively.
• Demonstrated sensitivity to cross-cultural perspectives and experiences.
• Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.
• Ability to be proficient in performing multiple work assignments and projects independently.
• Ability to understand, interpret, apply and communicate policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to independently plan, organize, and coordinate day-to-day and long-range activities.
• Ability to clearly communicate orally and in writing and effectively compose correspondence and present own reports.
• Ability to understand problems from a broad perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to troubleshoot most office administration problems and respond to inquiries and requests related to work area.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and interpersonal skills to solve problems, achieve objectives, and expedite projects.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to process sensitive and confidential information in a responsible and professional manner.

Minimum Qualifications:

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Qualifications:

• Education equivalent to a high school diploma and experience equivalent to three years of progressively responsible administrative and clerical support that has provided the incumbent with the knowledge, abilities and specialized skills listed above.
• Education equivalent to a university/college degree and experience equivalent to three years of progressively responsible administrative and clerical support that includes experience in an academic office and/or educational setting with a diverse student population, and demonstrated customer service.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on Sunday, May 21, 2023.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt's Human Resources Office at (707) 826-3626.

Cal Poly Humboldt sits on the traditional homelands of the Wiyot people in what is currently called Arcata, CA. The Wiyot people call the area Goudi'ni (over in the woods). Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

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 https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a "Campus Security Authority", pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingl...