Academic Office Coordinator (Administrative Analyst/Specialist, Exempt I) - School of Music

Job Description:

Academic Office Coordinator (Administrative Analyst/Specialist, Exempt I) - School of Music

Description

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

School of Music

Appointment Type

This is a one year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday to Friday; 8 a.m. to 5 p.m.

Anticipated Hiring Range

$5,431.00 - $5,500.00 Per Month ($65,172.00 - $66,000.00 Annually)

Salary is commensurate with experience.

Position Summary

Under the general direction of the Director of the School of Music, the administrative analyst executes and coordinates administrative operations necessary to run a large, complex and diverse academic department to ensure students and faculty are supported. Serves as the Academic Office Coordinator (AOC) overseeing the day-to-day operations of assigned department, assisting Director in all department administrative responsibilities, providing analysis and reports, including fiscal matters with budget projection and allocation, monitoring department expenditures and related record keeping. Coordinates with the Director, faculty and other staff in interpreting, developing, implementing, monitoring, and evaluating policies and procedures related to the operations and needs of the assigned department in the College of Liberal and Creative Arts. Supports different programs and spaces housed in the department and coordinates events. In consultation with the Director, prepares class schedules, bulletin revisions and all curricular proposals and documents. Receives work direction from the Director, coordinates and expedites all hiring documents, personnel and payroll transactions. Coordinates departmental communications and record keeping. Serves as department liaison with the College of Liberal & Creative Arts and other University units. The incumbent serves the needs of the college and may be called upon to assist with other academic units outside of assigned department if needed.

Position Information

Departmental Budget Projection and Analysis

• Project budget and expenditure allocations for departmental operations; analyze projections about departmental needs; advise chair on hiring and purchasing needs, priorities, and feasibility.
• Responsible for understanding and implementing university policies regarding purchasing and travel expenditures.
• Analyze student body demographics and instructional needs for program budget planning.
• Prepare adjunct faculty budget and reports to college on census enrollment data as it relates to the faculty appointment levels.
• Assign rosters for private studio instruction classes based on availability of department resources and student eligibility. Calculate teaching loads for faculty and lecturers according to applied lesson enrollment and courses assigned.
• Reconcile and balance all SFSU and U-Corp accounts (approximately 40 accounts) and maintain a full understanding of usage and restrictions of individual accounts.
• Update vendor database, including monitoring of revenue and spending. Planning and procurement for operational and development revenue and spending. Prepare allocation requests for department expenditures.
• Project department needs for work-study, GA and TA positions and funding, and request budget allocations from Dean’s office.
• Maintain record of expenditures of student employee funds. Adjust hiring assignments as necessary to reconcile with disbursed funding levels.

Scheduling and Curriculum

• Initiates and manages class schedule building for Fall, Spring, and Summer for BA in Music.
• Prepares all information necessary for the execution of the class schedule consistent with University deadlines.
• Identifies and provides suggestions for resolution of course, curriculum and facilities conflicts.
• Maintains course rotation data. Assures accuracy of footnotes, block scheduling codes, cross-listed courses, etc.
• Calculates lecturer time bases according to staffing classification.
• Reviews faculty salary spreadsheet provided by College office for accuracy.
• Reviews bulletin copy for programmatic revisions, prepares course proposal forms, course action request forms and periodically reviews Course Master file for accuracy.
• Maintains files for instructional materials fees and coordinates requests for new and revised fees.
• Assists Director in the completion of course proposals and course revisions.
• Processes/troubleshoots undergraduate academic petitions

Event Coordination

• Plan and oversee special events, including testing days, departmental juries, graduation, and showcases.
• Coordinate the audition process, supervise departmental admissions, and send acceptance notifications.
• Assist Director in creating department concert season: schedule tri-weekly daytime recital series, student and faculty evening performances and degree recitals for graduating students. Coordinate registration, facilities, and rehearsal needs for said events.
• Communicate production needs to other University departments, including Tech Services, Publicity, Development, Disability Resources, Plant Ops, etc.
• Create and publish online program information for department recitals. Advise chair on course scheduling regarding space allocation and emphasis-area conflicts.
• Analyze and rank departmental needs for ensemble, studio, and individual recitals and performances; collaborate with events team and techs to allocate resources accordingly.
• Oversee additional bookings of classroom and rehearsal spaces throughout the semester including but not limited to the Alumni Gala, Menuhin Competition, and Donor’s Birthdays.

Oversee Department Office and Operations

• Analyze department staffing needs for office, class, and facility support.
• Responsible for the recruitment, hiring, and training of student employees.
• Coordinate hiring paperwork for lecturers, TA, GA positions, accompanists, and staff. Order keys.
• Create rosters for private studio instruction classes. Facilitate photocopy needs. Serve as a resource for chair and faculty for interpreting university policies and procedures such as travel and field trip regulations, registration, admissions, senate policies, etc.
• Coordinate department correspondence with prospective students, parents, donors, and community members. Content manager for department website.
• Coordinate day-to-day operations of department office.
• Oversee processing of student petitions, faculty evaluations, and departmental paperwork. Provide fact-finding historical data, editing and production support for departmental accreditation projects. Serve as liaison between faculty and Events Management, admissions, financial aid, international studies, development, DPRC, Plant Ops, and other university departments.
• Create and update departmental advising checklists for use by majors and advisors. Create and maintain student social networking resource.
• Monitor attendance for MUS 150 concert series.

Student Data Management

• Create and maintain databases to track undergraduate and graduate applicants and majors. Identify students in need of advising to appropriate academic advisors.
• Determine student eligibility for private lessons.
• Determine eligibility of scholarship applicants.
• Prepare scholarship offer letters, submit requests to financial aid, and facilitate renewal process.

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.
  

Other duties as assigned

Minimum Qualifications

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.

Typical knowledge and skill requirements:

• 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.
  • 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.
  • Ability to train others on new skills and procedures and provide lead work direction.

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 hr@campus.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.

Advertised: Jan 31 2025 Pacific Standard Time
Applications close:

Closing Date/Time: