Budget & Scheduler Coordinator - (Administrative Analyst/Specialist Exempt I, Range II) - Campus Rec/Student Engagement

Budget & Scheduler 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. 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: Engagement Unit in the Division of Student Life

Appointment Type: This is a one year probationary position.

Time Base: Full Time (1.0 FTE)

Work Schedule: Monday through Friday, from 8:00 a.m. to 5:00 p.m.

Anticipated Hiring Range: $5,274.00 - $5,380.00 Per Month ($63,288.00 - $64,560.00 Annually)

Salary is commensurate with experience.

Position Summary: Under the general supervision of the Assistant Dean of Student engagement, the Facility & Scheduling Coordinator will serve in the new, state of the art, 118,700 square-foot Mashouf Wellness Center (MWC) that opened in 2017. The incumbent coordinates operations and scheduling for event and recreation spaces within Division of Student life. The smooth operation and general supervision of the Mashouf Wellness Center (MWC), ANNEX and all Recreational indoor & outdoor spaces. Additionally, the incumbent is coordinates and monitors budget activity for engagement unit & serve reservations and scheduling approver. As well as events set-up for spaces through the student engagement Unit under the Division of Student Life. Lastly, the incumbent is responsible to coordinate and process accounts payable, procurement purchases, and purchase orders. and serve as the liaison between the student engagement Unit in the procurement office.

Incumbent must strategically align work and outcomes in a way that supports the mission of the SF State campus, Student Affairs & Enrollment Management (SAEM) cabinet area, the Division of Student Life, and Campus Recreation/Mashouf Wellness Center, and is in line with NIRSA: Leaders in Collegiate Recreation, and other higher education and industry best practices

Administrative

• In coordination with Senior Management prepare and monitor annual budget, program and equipment purchases, partnership agreements.
• Provide support to the entire department for requisitions, complete requisitions, finalize payments to external vendors, initiate low-cost service agreements, and gather insurance documents of vendors.
• Coordinate communication with the Procurement Department regarding departmental contracts with vendors; create requisitions for departmental purchases; track and maintain forms for purchase orders and payments of invoices.
• Serve in campus roles as the MWC's Building Coordinator and back-up MWC Building Emergency Response Coordinator (BERC) and attend related trainings and meetings.
• Contribute to department-wide initiatives that further Campus Recreation goals.
• Serve the department, division, and cabinet area through participation in search committees; and
• Serve as the direct departmental liaison with Accounts Payable and the Procurement Card Office regarding the processing of departmental fiscal paperwork such as Direct Payments, Employee Reimbursements, Hospitality, and Travel Claims.
• Actively participate in staff meetings, staff training, and appropriate national associations.
• Coordinate and administer DSL purchase processes and monitor requests for compliance with established procedures and ensure signature approval paperwork is on record and up to date

Facility Operations & Scheduling

• Oversee building systems for Mashouf Wellness Center & Annex such as keys, key card access, security systems, and building management system controls, and coordination and monitoring of building operations.
• Work closely with the Aquatics & Safety Programs Coordinator to ensure proper risk management and safety protocols, equipment, training, mock drills, and audit tests are in place for proper emergency and incident response.
• Use Event Management System software for scheduling spaces used for Campus Engagement based on established policies and protocols; must be able to anticipate and resolve conflicts before they happen, work with users to provide set-up and support for successful building usage and communicate user needs in a clear and detailed manner to building and other relevant staff.
• Provide and interpret data, solicit feedback, and research best practices with focus on assessing and improving operational areas.
• Serve as liaison to various campus offices/departments as they relate to assigned operational areas; work with 3rd party vendors within contractual guidelines, as related to operational areas; and
• Participate in professional development opportunities and continuing education courses to maintain required certifications or industry knowledge; and
• Liaise with student organizations, campus departments, community groups, and Conferences & Events to schedule sport and recreation space outside of the Mashouf Wellness Center.
• Use Event Management Software to schedule space based on established policies and protocols within the Gymnasium and the Outdoor Recreational Spaces on campus; and
• Anticipate and resolve conflicts before they happen and work with users to provide support as needed for their events.

Other duties as assigned

Minimum Qualifications

• Entry to this classification 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 administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• 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

Preferred Qualifications

• Master's Degree in Sports Management, Recreation, Exercise Science, or a related field;
• Knowledge of green building design and operations, and specifically LEED Platinum criteria;
• Understanding of the application of student development concepts;
• Ability to advise students individually and in groups on routine matters;
• Experience with developing and promoting programs and services within area of oversight through a lens of social justice, sustainability, accessibility, and non-traditional as well as traditional programming;
• Demonstrated knowledge and understanding of the Strategic Values and Core Competencies for NIRSA: Leaders in Collegiate Recreation, and SF State's Strategic Plan values;
• Experience providing lead work direction to college student employees in a college campus setting
• Experience with new facility operations development and implementation
• Experience overseeing facility operations - including creating and implementing usage policies particularly in a college environment; using membership software; overseeing equipment issue operations; overseeing facility risk management; and managing facility access
• Demonstrated technology, software, and hardware skills including the use of Microsoft Office, email and the internet;
• Experience providing high quality customer service, and contributing to a positive, friendly, work and wellness environment

Environmental/Physical/Special

Incumbent's duties take place mostly in an office setting, with primary locations at the Mashouf Wellness Center. Incumbent must be able to succeed in a