California State University San Marcos
Location
San Marcos, CA | United States
Job description
PURPOSE OF POSITION:With general direction from the Dean of Undergraduate Studies, the incumbent provides direct oversight and administration in the development and delivery of high-profile Civic Engagement programs, including existing and future programming, as informed through the on-going implementation and revision of the Campus Civic Action Plan. I n partnership with the Civic Engagement Faculty Liaison, Service-Learning Faculty Director, and First-Year and University Programs Faculty Director, the incumbent is independently responsible for a wide range of complex, data-informed, analytical administrative tasks associated with providing a quality student, faculty, and community partner experiences for Civic Engagement, Service Learning, and university-wide internships (available through UNIV 495). The incumbent serves as the primary administrative contact for Civic Engagement and provides additional administrative support for Service Learning and university-wide internships inquiries for both internal and external constituents. The incumbent is also a resource for university policies and procedures for the department and participates in program evaluation and development. As a result, the incumbent is expected to leverage relationships on campus and relationships in the community to build bridges, establish linkages, and identify potential long-term partnerships. A high-level of professionalism and excellent customer service are crucial in this position.
MAJOR RESPONSIBILITIES:
Program Oversight and Administration for Civic Engagement:
Oversee all Civic Engagement programs such as Democracy in Action, the Town Hall Meeting, Speaking of Democracy, and Days of Service (e.g., the Annual MLK Jr Day of Service, the Annual Cesar Chavez Day of Service, September 11 Dayof Service and Remembrance (Observance event), and Census.
Lead the oversight, updating, and analysis of the Campus Civic Action Plan.
Serve as campus Civic and Voter Empowerment Coordinator for CSUSM in compliance with AB 963 for all annual election events (midterm, general, and presidential). Coordinate with San Diego Registrar of Voters to host a campus poll site and temporary drop box with campus partners (Facilities, Event and Conference Services, and Procurement).
Collaborate with ASI on voter registration events.
Serve as the American Democracy Project campus designee.
Partner with the Civic Engagement Faculty Liaison to:
Plan and execute events associated with Civic Engagement programs including developing materials and ensuring appropriate entities are included in the event, such as ASI, the Student Leadership and Involvement Centers, faculty, and students.
Coordinate student and faculty civic engagement activities to increase democratic participation both in the classroom and in the community.
Inform the dean of OUGS Civic Engagement trends and best practices by keeping abreast of national research.
Service Learning:
Oversee the MacDonald Service-Learning Ambassadors scholarship by recruiting, training and overseeing community service experience of two students to receive $5,000/year for up to four years.
Serve as a campus ambassador as a member or board member of community organizations that partner with CSUSM.
Attend community-networking events on behalf of CSUSM with senior leadership as requested by Community Relations and University Engagement (CRUE).
Ensure CSUSM is represented at national Service Learning and Community Engagement conferences and events by attending virtually and in-person as resources allow.
Partner with the Service-Learning Faculty Director to accomplish the following:
Develop and maintain partnerships with community organizations; facilitate relationships with community partners by coordinating communications, site visits, campus visits, processing applications, and trackingapproved documentation.
Organize events, outreach, and recruitment activities for community partners, and connecting community partners with faculty and students.
Perform complex administrative duties related to creating, communicating, and entering and tracking University Community Partnership Agreements. This includes communicating with Procurement and community partners to initiate or extend agreements, coordinating compliance documents, providing guidance on University policies, and uploading documents to the service learning and internship database.
Support the application and annual reporting for the CA Call to Service grant of $45,000 to sustain Service- Learning activities for faculty and students.
Collect, analyze, and accurately represent data to support the strategic plan and marketing activities for Service Learning.
Maintain a cross-divisional administrative partnership between the Office of Undergraduate Studies and the Career Center to ensure a seamless experience for prospective and enrolled UNIV 495 (CSUSM’s campus-wide internships course) internship students.
C. Cross-programmatic support
Provide programmatic data analysis.
Serve as a resource for university policies and procedures for the department and participates in program evaluation and development.
Leverage relationships on campus and relationships in the community to build bridges, establish linkages, and identify potential long-term partnerships.
Serve as primary liaison for students, faculty, staff, and community partners, providing support for all administrative inquiries related to Service Learning, Civic Engagement, and university-wide internships associated with UNIV 495.
Together with the Civic Engagement Faculty Liaison, Service-Learning Faculty Director, and Administrative Coordinator, plan, coordinate, and attend special events such as fairs, information sessions, advisory committee meetings, recognition ceremonies, etc.; coordinate and present at information sessions throughout the semester to encourage student participation by partnering with campus colleagues.
Develop consistent and informative marketing strategies for promotion of the Civic Engagement and Service-Learning programs, collect event information from various programs, create communication templates to be used for community partners and campus departments.
Solve a broad range of operational, procedural, and administrative problems, which may require research, analysis, and evaluation of information.
Partner with the Civic Engagement Faculty Liaison and Service-Learning Faculty Director to forecast budget and resource needs.
Prepare budgets for office resource needs and events under the general direction of the Resource, Budget, and Contracts Analyst.
Plan for events and resource needs (in partnership with the Civic Engagement Faculty Liaison, Service-Learning Faculty Director, and community and campus partners as needed)
Monitor costs and maintain expenditure projections within approved budget estimates on all funds/projects in
Support experiential learning administrative tasks as assigned.
Lead, mentor and support professional, graduate students, and student assistant staff.
Website/Media/DatabaseMaintenance (30%)
Oversee maintaining community partner profiles in S4 database, tracking receipt of required documentation, and make recommendations on data collection to ensure reports pull valid and useful data.
Routinely run and analyze reports; audit for completeness and make recommendations for custom reports.
Research and analyze data from multiple databases (e.g., S4, Peoplesoft,)
Independently troubleshoot database errors/issues.
Oversee updating and maintenance of CSUSM websites, including Civic Engagement and Voter Registration.
Oversee updating and maintenance of external websites (e.g., Wufoo, Accudemia, CRM)
Oversee social media site.
PROVIDES LEAD DIRECTION OF OTHERS:
List education and experience required:
Bachelor’s degree plus (2) years of progressively responsible work experience involving study, analysis and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs; or an equivalent combination of education and professional experience.
Knowledge of Civic Engagement programming in higher education.
Preferred:
Work experience in an academic setting, ideally public higher education.
Data gathering and visualization skills.
Experience creating partnerships with internal and external constituents.
Knowledge of and experience with Service Learning.
List knowledge, skills, and abilities required for this position:
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
Proven ability to work independently with minimal supervision and make effective independent decisions.
Skill in the research, development and evaluation of policies and programs, including interpretation of data to make appropriate recommendations.
Demonstrated ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
Ability to exercise judgment and discretion to accomplish a broad range of administrative and programmatic functions.
Ability to handle multiple work unit projects, understanding complex problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Skill and ability in coordinating logistics for programs and/or special events.
Strong organizational and project management skills including development of courses of action.
Effective problem-solving skills-skills in identifying, researching, analyzing, and evaluating information to resolve administrative problems.
Ability to use negotiation and persuasion skills to achieve results, expedite projects and serve as liaison between CSUSM and external agents.
Must possess excellent written and verbal communication skills and the ability to write and proofread copy and reports.
Thorough knowledge of English grammar, spelling and punctuation is a must.
Ability to communicate accurately and effectively for marketing programs and promotional efforts to achieve results and expedite projects.
Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
Working knowledge of operational and fiscal analysis and techniques.
Advanced ability and experience using standard software packages such as PageMaker, Outlook, and MS Office to assure effective communication and successful implementation of programs; experience using PeopleSoft desirable. Requires excellent interpersonal and learner service skills and ability to develop and maintain effective working relationships with individuals who have different work styles.
Ability to lead, provide training and coordinate the work of others.
List machines, tools, equipment, and motor vehicles used in the performance of the duties:
Unique working conditions:
Other Employment Requirements:
This position is subject to a background check including, but not limited to, employment verification, education verification, reference checks and criminal record checks. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Must participate in required campus trainings including, but not limited to, Information Security Awareness Training and Sexual Violence Awareness and Prevention “EDU: Eliminate Campus Sexual Misconduct”.
This position is required to complete Sexual Harassment Prevention training “EDU Supervisor: Anti-Harassment, Discrimination, Retaliation”.
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