Academic Office Coordinator (Administrative Analyst/Specialist- Exempt I) - Chemistry & Biochemistry

**SFSU Internal Applicants Only**

Working Title

Academic Office Coordinator

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

Chemistry and Biochemistry

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

$5,270.00 - $5,488.00 Per Month ($63,240.00 - $65,856.00 Annually)

Salary is commensurate with experience.

Position Summary

Independently oversee administrative aspects of the programs offered by the department, including the class schedule, hiring instructors and student assistants, projects and reports, tracking and analyzing enrollment and classroom utilization for class schedule, student scholarships and stipends, temporary faculty and staff evaluations, and coordinating the student assistant and instructional budget. Independently coordinate training of office staff and student assistants on academic and department policies, procedures and requirements, plan and oversee the daily clerical support provided by office staff and student assistants to faculty, lecturers and other staff. Work with college office staff on meeting schedule, hiring and reporting deadlines. Investigate and resolve problems related to position responsibilities. Work is coordinated with the Chair but conducted independently. Position will receive lead work from the Chair of the Chemistry & Biochemistry Department and report to the CoSE Personnel Officer.

Position Information

• Course Schedule Building
  • Use CS to build class schedule each semester.
  • Analyze enrollment history to optimize class schedule; implement and track enrollment management strategies to optimize enrollment.
  • Obtain data from CS to complete scheduling reports for department chair.
• Personnel
  • Initiate hiring paperwork and create ETRACs for new and continuing lecturers, GAs and GTAs.
  • Coordinate to inform appropriate stakeholders to assist with difficult hiring situations such as international lecturers and graduate students; troubleshoot hiring, payroll, benefit and leave issues for faculty, lecturers, students, independently maintain currency in university and department policies, procedures and program requirements and implement new processes.
• Office Management
  • Train and lead work direction of 0.5 office staff (ASC II) and/or student assistants in completion of daily tasks such as designating space assignments for lecturers, department communication, department advising and university procedure information, support for department events, clerical support for the chair, faculty and lecturers, and maintaining files and records.
  • Serve as the department resource for policies regarding staff, lecturers, faculty, and students.
• Coordinate Evaluation Process for Temporary Department Faculty
  
  • Oversee temporary faculty evaluations reporting requirements.
  • Independently track timelines for temporary faculty reviews.
• Department Budget Management
  • Monitor, manage and maintain department budget plans and expenses for all salaries, including temporary faculty, GTAs and student assistants.
  • Track and manage faculty RRT expenses.
  • Initiate process for honoraria and conference-related reimbursements for students and faculty.
  • Review and process office supply orders.
  • Process payments for locksmith requests, telephone and work order requests.
• Coordinate Department Scholarships & Stipends
  • Initiate department scholarship cycle in AcademicWorks including tracking budget and requesting fund transfers. Submit and process transfer request for endowment funds, scholarships and stipends
• Other Duties as assigned.

Minimum Qualifications

• 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.
• General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
• Thorough knowledge of policies, procedures, practices and outside regulations pertaining to the applicable program and/or administrative specialty.
• Basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• 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.
• 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 learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form. Ability to compile, write, and present reports related to program or administrative specialty.
• Ability to organize and plan work and projects including handling multiple priorities. Ability to anticipate problems and address them proactively. Ability to make independent decisions and exercise sound judgment. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

• One to three years of program management or administrative coordination experience.
• Competency with MS word and Excel, email and use of web-based applications, experience with on line hiring and database systems; experience working in an academic environment.
• Ability to learn new software, databases or web-based applications as needed.
• Professionalism in interactions with students, faculty and staff; willingness to resolve problems; ability to meet deadlines and work on a tight schedule.
• Experience working in an academic environment at SFSU in a position that required interactions with students, faculty and staff; expertise in the use of ETRAC and Campus Solutions for hiring and scheduling work; knowledge of SFSU academic policies and procedures, HR policies and procedures, financial policies and procedures; knowledge of requirements to hire international workers and students; knowledge of how to manage and protect sensitive information.

Environmental/Physical/Special

Tolerance for working in an office environment sitting at a desk and using a computer for many hours daily.

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

**SFSU Internal Applicants Only**

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. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.

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.

Advertised: Aug 06 2025 Pacific Daylight Time
Applications close:

• 

• Cal State University (CSU) San Francisco

• (415) 338-1111

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