Program Coordinator (San Francisco, CA)

Confucius Institute at San Francisco State University invites application for a full-time Program Coordinator position to begin in April 2019.

Job Description
Job Title: Program Coordinator (Administrative Analyst/Specialist Exempt I) – Confucius Institute, Division of International Education, San Francisco State University
Job ID: 10188
Location: On Campus
Full/Part Time: Full Time
Regular/Temporary: Regular

Working Title
Program 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: Confucius Institute

Department Description

The Confucius Institute at San Francisco State University (CISFSU) was established as the first home of the Confucius Institute in Western United States in July 2005, and was formally inaugurated in February 2006 in response to the increasing need for learning Chinese in the United States. 

The partner institution in China is Beijing Normal University. CISFSU has devoted every effort to encourage the growth of Chinese language programs in Northern California, and persisted in its commitment to developing and supporting Chinese language teaching, teacher training, and outreach and exchange. We have worked together with our partners to provide more opportunities for Chinese language learners and teachers at all level of education.

We have developed an activity plan which sets out to establish new courses in Chinese, creating new second language acquisition materials, training Chinese teachers and developing new curricula, developing textbook and teaching resource center, and promoting teaching credential programs. Major activities include Mandarin courses, teacher training programs, Chinese Language Bridge Cup Contests for K-12 Students, Chinese Bridge-Chinese Proficiency Competition for College Students, Summer Camps, seminars/conferences, community activities, and cultural events. SF State sees the CI as one of the important strategic opportunities to enhance its Chinese language learning and instruction, reach out to and serve the communities in Northern California and beyond, contribute to its goal of internationalization.

Appointment Type

Temporary CSUEU position:  Position to end on or before December 31, 2019.  Permanent status may be earned in this position if it is renewed for four years without a break in service in accordance with collective bargaining agreement provisions.

Time Base: Full-Time (1.0)

Work Schedule: Monday through Friday; 8:00 AM to 5:00 PM 

Anticipated Hiring Range

$4,300.00 to $4,500.00 per month ($51,600.00 to $54,000.00 annually) 
Salary is commensurate with experience.

Position Summary

Under the direct supervision of the Confucius Institute (CI) Director, the Program Coordinator provides complex administrative support to the Director and manages customer functions for CI, including general oversight of CI operations, facilities, and telephone and email inquiries. The incumbent is responsible for knowledge, interpretation and implementation of SF State and California State University (CSU) operating and administrative policies and procedures; and providing assistance in the planning and implementation of the programs, workshops, and activities of CI. The incumbent provides extensive budgetary analysis, financial planning, human resources support, administrative reports and account management for CI, in cooperation with visiting scholars and supporting the Division of International Education (DoIE). The incumbent works directly with faculty and students and assists the Director in supervising student staff. The incumbent supports the Director in performing a variety of administrative and technical support in financial management, office operation, and CI program design and coordination; completing travel forms, reimbursement requests, budget and expenditure reports; promoting programs such as Summer Camp in China for American Students and the Summer Institute for local Chinese language teachers; and organizing Chinese language programs and cultural activities, and outreach services in communities. The incumbent is responsible for other duties as assigned by the CI director, and assisting DoIE in administrative support, educational exchange programs, student service, and bilingual (English and Chinese) service.

Position Information

Confucius Institute Support and Customer Service
– Responsible for office customers service for CI, including answering telephones, managing general correspondence, and hours of operation.
– Respond to routine inquires, take messages and/or refer inquires as appropriate.
– Develop and maintain CI operational calendar and hours of operation.
– Develop, receive, review, and track program and event assessment forms from CI activities.
– Serve as the primary contact for all CI related requests and inquiries, such as requests for Chinese classes, presentations, training workshops, Chinese cultural events, Chinese proficiency tests, and Confucius Institute Scholarships and Chinese Bridge programs.
– Manage requests and distribution of outreach and materials, including event news and announcements on website. Refer visitors with inquiries to the appropriate office.

Administrative Coordination

– Support CI Director and team members.
– Responsible for ordering supplies.
– Maintain CI budget and expenditures.
– Responsible for coordinating Director and team members’ travel arrangements and completing travel claims.
– Recruit, hire, and train student staff, including the creation and maintenance of accurate training materials.
– Inform and assist CI team members with CSU and SFSU travel, budget, and approval protocol.
– Maintain budget request processes and protocol.
– Assist in the completion of Year-End reports in collaboration with CI Director.
– Contact appropriate campus departments to resolve functional and operational issues.
– Support faculty, staff, and students in daily office management, schedule CI meetings and campus special events.
– Draft correspondence/memos.
– Maintain the office files and programs materials.
– Research and submit service request to facilities and telecommunications.
– Coordinate CI activities and events.
– Compile and analyze data.
– Produce routine and ad hoc reports.

Program Coordination and Management

– Responsible for the annual update of communication and promotion materials.
– Develop and maintain program checking system.
– Research and develop administrative reports related to CI.
– Assist the Director in collaborating with campus community including, but not limited to, the academic  colleges /departments (in particular: Department of World Languages and Literatures, Graduate College of Education, Department of Psychology, Department of Cinema, College of Business, etc.), Dean of Students’ Office, Office of Research and Sponsored Programs (ORSP), International Programs, Risk Management, Human Resources, and Associated Students (with the goal of providing high quality Chinese language and culture programs for students, faculty and staff).
– Assist the Director in improving access and success for students from diverse language and cultural backgrounds.
– Support faculty and staff in providing information about CI to students and visitors.
– Manage the application/invitation, registration/confirmation processes for CI activities.
– Reserve facilities and arrange appropriate set-up and decorations for events, including ordering refreshments as appropriate, and preparing agenda and all other documents and presentations.
– Assist in the planning and implementation of on and off campus special events.

Support Division of International Education (DoIE)

– Perform administrative tasks in support DoIE in international outreach, particularly in the greater China areas, for recruitment and educational exchange programs, including planning events and assisting with services for international students and scholars, and bilingual (English and Chinese ) services.

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, practice, and methods. This foundation would normally be obtained through a bachelor’s degrees 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.

-Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and administrative specialty in order to develop conclusions and make recommendations.
-Thorough knowledge of the university policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
-Working knowledge and experiences of operational and fiscal analysis and techniques.
-Ability to work in a team and 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 the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
-Experience in team work 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

– Bachelor’s Degree in Education/Language/Communication/ Management or a related discipline.
– Knowledge of Chinese language, culture, and history.
– Possession of strong bilingual (English and Chinese) communication skills and the ability to provide information accurately and effectively, both orally and in writing, to large groups and to individuals of culturally and economically diverse backgrounds.
– Ability to plan and coordinate Chinese language classes and Chinese cultural events programming.
– Proven background in educational program development including experience in Chinese language training development and working with faculty and students in diversity institutions.
– Proven background working with teachers and students on campus or in communities in promoting training workshops and conferences.
– Demonstrated skills to logically analyze complex situations and data and develop clear and concise reports or recommendations.
– Excellent organizational and team working skills.
– Two years of working experience with programs that address education and program management that impact the success of Chinese language teaching and learning.
– Particular knowledge of California and the CSU higher education environment.
– Demonstrated experience in supervising student assistants and excellent customers services skills.
– Computer skills in Microsoft Office (Word, PowerPoint, Excel, Outlook, etc.)
– Knowledge of a wide range of communication and design applications, including InDesign, Microsoft Office suite, Drupal, Adobe Creative, page layout software, html, email and social networking applications.
– Thorough knowledge of SFSU, its philosophy, policies and procedures, programs, and services related to quality education for students.
– Excellent time management skills, ability to effectively work independently, or in teams on multiple tasks or projects.
– Knowledge of University Fiscal Affairs, Procurement, Human Resources policies, practice & procedures, and experience in budgetary analysis, financial planning, including budget application and expenditure report to the Board of Directors of the Confucius Institute.
– Knowledge of PeopleSoft, Human Resources Management Systems (HRMS), Campus Solutions (CS), and iLearn.
– Previous office experience working with budget and personnel documents, and ability to produce statistical data/charts.
– Ability to work with changing deadlines and within time constraints.

Core competencies-embody the following competencies: 

– Bias toward collaboration and teamwork.
– Effective communication skills.
– Customer/Client Focus with an emphasis in problem solving and resolution.
– Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
– Diversity and inclusion.
Environmental/Physical/Special
– Required to travel to off-campus locations for special events.
– Must have access to a car with current registration and automobile insurance to travel to school sites, college fairs, and pre-admissions events within California; if no access to a car, must make own transportation arrangements to meet outreach commitments on time. 
– Must be able to competently interact with a culturally and ethnically diverse population of students, faculty and staff. 
Pre-Employment Requirements

This position requires the successful completion of a background check.

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 employees.

CSUEU Position

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference. 
How to Apply

**THE ONLINE RECRUITMENT SYSTEM WILL ALLOW ONLY ONE FILE ATTACHMENT FOR EACH SUBMISSION**

https://cmshr.sfsu.edu/psc/HSFPRDF/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?from=singlemessage&isappinstalled=0

Submit an online application and upload in one file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

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.

Application Deadline: April 1, 2019.

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.