Assistant Government Affairs Coordinator

Associated Students Employment Opportunity Announcement
Assistant Government Affairs Coordinator
GENERAL PURPOSE
Under the supervision of the Assistant Director of Government Affairs and Programs and
the direction of the A.S. Executive Officers, advises and assists A.S. Executive Officers and
A.S. commissions, boards and committees by performing varied advisory and
administrative tasks. Ensures the smooth running and operation of many A.S. boards;
makes travel arrangements for student government travel; coordinates and executes social
media for the Associated Students and particularly the government branch; organizes
agendas, minutes and materials for numerous commissions, committees and boards; and
assists with planning and execution of special events for government affairs and
organization-wide; relieves the Assistant Director of Government Affairs and Programs and
Executive Officers of considerable administrative detail as assigned and assists in effectively
achieving various goals of the organization with minimum supervision.
QUALIFICATIONS
Minimum & Preferred Requirements
Education:
• Four year degree in a job-related field from an accredited college or university
preferred
Experience:
• Two years working with student employees and/or volunteers
• Two years general office/clerical experience
• Must be proficient in Microsoft Word, Microsoft Excel and mail merge/sort
programs
• Experience working with a variety of social media communications including but
not limited to Facebook, Twitter and Instagram and general knowledge of web
design
SALARY AND BENEFITS:
Starting Range: $16.75 to $20.10 per hour
This is a full-time, hourly, non-exempt position.
Excellent Benefits:
Benefits package includes medical, dental, vision, 403b, life insurance, flexible spending
account, tuition reimbursement, vacation and holidays.
APPLICATION PROCESS:
Applying in Person:
Job Description and application packets are available at San Diego
State University, Associated Students Business Office –Conrad Prebys
Aztec Student Union, 5500 Campanile Drive, San Diego, CA
92182-7800 or call (619) 594-6487 to have an application packet
mailed. Application packets must include a current resume, a list of
three professional references, the A.S. employment application,
Supplemental Application and the Confidential Statistical Data
Sheet.
Downloading: You may download an application packet at
http://affiliated.sdsu.edu/AS/as.htm
Applying On-line: You can apply on-line at www.monster.com, www.csuaoa.org or
www.naspa.org by referencing “Assistant Government Affairs
Coordinator.”
E-mail: E-mail [email protected] with any questions. Priority consideration is
given to application packets received by May 26, 2015 at 4:30 p.m.
Applications accepted until the position is filled.
The selection process generally takes 3 to 6 weeks after the priority
consideration date; applicants will be contacted only for additional
information or to schedule an interview.
For more information about the
Associated Students visit as.sdsu.edu.
The Associated Students is an equal opportunity employer and does
not discriminate on the basis of race, religion (to include religious
dress practice and religious grooming practice), color, sex (to
include breastfeeding or medical conditions related to breastfeeding), age, disability, marital status, sexual orientation, national origin,
pregnancy, medical condition, military status, veteran status, genetic
information, gender identity, gender expression or any other
protected group. All qualified individuals are encouraged to apply.
San Diego State
University, one
of the largest of
the 23 campuses
of the California
State University
system, is
located nine
miles east of the
Pacific Ocean in
beautiful San
Diego, a dynamic
and diverse
community of
more than 1.3
million people.
The university
enrolls
approximately
31,000
students, who
are supported by
approximately
4,000 faculty and
staff. Since it was
founded in 1897,
the university
has grown to
offer bachelor's degrees in 85 areas, master's
degrees in 76 areas and doctorates in 21 areas.
Associated Students is a student-directed
auxiliary organization of San Diego State
University. More than 80 years old and with an
annual operating
budget of
approximately
$24.8 million,
A.S. derives
approximately
32 percent of its
revenues from
student fees and
68 percent from
revenues
generated by
programs it
operates,
including the
Conrad Prebys
Aztec Student
Union, Viejas
Arena, Cal Coast
Credit Union
Open Air Theatre, Aztec Recreation (including the
Aztec Recreation Center, Aquaplex, Mission Bay
Aquatic Center), SDSU Children’s Center and The
Aztec. A.S. represents a culturally diverse student
body. The A.S. employs approximately 90 full-time
staff and 1,200 part-time student employees.
Associated Students of San Diego State University
Department: Government
Position Title: Assistant Government Affairs Coordinator
GENERAL PURPOSE: Under the supervision of the Assistant Director of Government Affairs
and Programs and the direction of the A.S. Executive Officers, advises and assists A.S.
Executive Officers and A.S. commissions, boards and committees by performing varied advisory
and administrative tasks. Ensures the smooth running and operation of many A.S. boards; makes
travel arrangements for student government travel; coordinates and executes social media for the
Associated Students and particularly the government branch; organizes agendas, minutes and
materials for numerous commissions, committees and boards; and assists with planning and
execution of special events for government affairs and organization-wide; relieves the Assistant
Director of Government Affairs and Programs and Executive Officers of considerable
administrative detail as assigned and assists in effectively achieving various goals of the
organization with minimum supervision.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions
• Acts as a resource person to A.S. Assistant Director of Government Affairs and
Programs, A.S. officers and members of A.S, government leadership
• Cooperates with other agencies, groups and individuals in connection with the
coordination of A.S. government activities, advises Executive Officers regarding relevant
matters and on occasion represents the Executive Officers and/or the Assistant Director
of Government Affairs and Programs
• Assists the Assistant Director of Government Affairs and Programs and Executive
Officers in the smooth running of Government Affairs programs, meetings and events
• Assists with member orientation for A.S. boards and committees
• Assists with ensuring the availability of minutes, reports and other needed information
and ensures agendas and minutes are properly posted and available for meetings
• Assists with, and supervises, preparation and transcription of correspondence, minutes,
reports and agreements
• Assists in compiling needed information to assist the student leadership in decisionmaking
• Maintains effective communications and working relationships with all A.S. student
leadership
• Advises and assists Vice President of External Relations with planning for annual locally
hosted meetings or conferences including the California State Student Association
weekend conference and all activities related to the Good Neighbor Program
• Serves as liaison between Associated Students and Registrar of Voters office to
coordinate local and national election polling locations as scheduled
• Assists other Executive Officers with projects and special events as assigned, including
the annual Aztecs Rock Hunger Food Drive
Administration
• Ensures adherence to all applicable policies and procedures
• Ensures all corporate and departmental deadlines are met and procedures are followed
• Ensures daily office tasks are completed in a timely manner according to established
guidelines
• Ensures completion of scheduled routine tasks including:
• Logs and responds to Good Neighbor Program inquiries daily
• Updates social media promoting programs, meetings, events on a daily basis
• Provides assistance to the reception desk as needed/necessary
• Meets with supervisor to discuss issues and ensure proper resolution and prepares a
regular weekly report to supervisor of major events taking place in the department
• Ensures the planning and implementation of Government Affairs Marketing and
Promotions in close coordination with the Graphics Department
• Defines target markets
• Writes Government Affairs press releases and other publication pieces as needed
• Collaborate with the A.S Marketing and Communications Committee and Graphics
Department
• Consults on master calendar
• Completes majority of administrative tasks for Executive Officers and prepares materials
for Executive Officers, Executive Director and Assistant Director of Government Affairs
and Programs as needed
• Prepares and distributes board and committee agendas and minutes weekly
• Reviews Kronos punch detail report
• Attends staff meetings
• Assists with preparation of Key Priority Goals progress reports as assigned
• Orders promotional materials as needed
• Schedules semester’s meetings for the Executive Officers and the Executive Director
• Ensures purchase orders are prepared and invoices are paid in a timely manner
• Ensures fixed assets are maintained and controlled
• Ensures adequate internal procedures are established and that all transactions are
conducted accordingly
• Ensures necessary reviews and internal audits are conducted to review adherence to
internal control procedures
• Ensures maintenance of accurate records for all transactions
• Assists with administrative reports and studies. Advises and assists Executive Officers
with administrative procedures and event planning
• Coordinates travel arrangements for Executive Officers, student government leaders and
Government Affairs staff
• Schedules meetings, prepares correspondence, and performs other support functions as
assigned
Boards & Committees
• Advises A.S. boards and committees and provides program advisement and consultation
to all student board and committee members and campus volunteers and representatives
•
•
•
•
•
•
•
Ensures appropriate advisement and assistance of numerous A.S. boards and committees
is provided
Ensures adequate staff coverage for meetings, ensuring members are familiarized with
board and government functions, membership is complete and agenda and minutes are
prepared in a timely and accurate manner
Ensures effective communication and working relationships with Board and Council
members is established and maintained
Ensures credible, accurate information, together with professional advice, preparation of
research, reports and other appropriate information, is dispensed to Board members as
needed
Provides timely review of matters to be brought before the Board
Successfully demonstrates an understanding of and commitment to mutual respect and
appropriate roles of collegiality between students and staff within the context of a
student-directed corporation
Maintains objectivity in all interactions with students, without personal bias or
preference, to ensure all staff recommendations and advice contribute to student
decision-making which is free of undue influence and considers all pertinent information
as well as any viable alternatives
Budget
• Reviews budget activity reports and submits corrections to budget manager
• Ensures year-end results meet approved budget
• Monitors budget regularly and ensures adherence to budget deadlines and guidelines.
Suggests steps to adjust expenditures to compensate for revenue changes to supervisor
• Meets budget preparation, rebudget submittal and capital request timelines
• Ensures all expenditures and revenue are within approved budget, meet documentation
standards and are submitted in a timely fashion
• Manages and oversees the procurement card process for the five Executive Officers, the
Executive Director, the Assistant Director of Government Affairs and Programs and
ensures that all records needed for the process are accurate, thorough and submitted by
the monthly deadline
Customer Service and Collaboration
• Knows the mission and goals of the Associated Students and commits to achieving them
• Ensures A.S. customer service guidelines are met by all staff in department
• Ensures department guidelines are established and met by all staff in department
• Develops and maintains positive working relationships with University, Community
Representatives and other regular contacts
• Serves as a liaison to various University committees and community entities, as assigned,
including the San Diego County Registrar of Voters
• Works in close collaboration with the California State Student Association, the College
Area Community Council, the SDSU Director of Government and Community Relations
and the University Senate administrative staff
Safety
• Ensures all operations are conducted with safety of staff and customers as first priority,
and in accordance with the Injury and Illness Prevention Plan and other safety policies
• Adheres to Associated Students’ Code of Safe Practices
• Reports accidents to supervisor and reviews changes required to avoid reoccurrence
Ensures completion proper documentation is completed for each accident (employee
and/or non-employee) and forwards to the Human Resources department
• Reports maintenance problems and/or broken and unsafe equipment to the appropriate
party immediately
QUALIFICATIONS
Minimum & Preferred Requirements
Education:
• Four year degree in a job-related field from an accredited college or university preferred
Experience:
• Two years working with student employees and/or volunteers
• Two years general office/clerical experience
• Must be proficient in Microsoft Word, Microsoft Excel and mail merge/sort programs
• Experience working with a variety of social media communications including but not
limited to Facebook, Twitter and Instagram and general knowledge of web design
PERFORMANCE EXPECTATIONS
• Must professionally represent the Associated Students and San Diego State University at
all times
• Demonstrated success in managing and mentoring work teams of diverse functions,
complying with organizational policies and procedures and managing and leading change
within an organization
• Commitment to values of diversity, multi-culturalism, and higher education
KNOWLEDGE, SKILLS & ABILITIES
• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse
population of students, staff, faculty, colleagues and guest
• Must have strong English language skills and the ability to read, write and verbally
communicate at a level appropriate to the duties of the position
• Ability to operate personal computer, proficiency with Microsoft Office Suite (i.e. Word,
Excel, PowerPoint) and ability to learn and utilize new software programs
• Knowledge of social media and national, state and local government structures
• Ability to gather and organize data, draw logical conclusions and discern implications
• Well organized, ability to effectively multi-task, ability to prioritize work, problem solve,
make decisions and meet scheduled deadlines under pressure
• Must be self-motivated, self-starter and perform with minimal direction and supervision
• Ability to present a consistent positive approach to students and all internal and external
contacts by being courteous, respectful, helpful and cooperative at all times
•
•
•
•
•
•
•
Commitment to a high standard of safety and ability to communicate and train safety
policies and procedures to staff
Strong ability to lead and motivate student employees and volunteers
Ability to interpret and communicate policies and procedures
Capable of building and maintaining positive working relationships with students and
staff
Must be able to exercise tact and exhibit sound professional judgment
Expertise in handling emergency situations with composure
Ability to adapt to and work in an environment of constant change, growth and frequent
interruptions
SCHEDULE & WORKING CONDITIONS
This is a regular, full-time position. Flexibility and willingness to work long and irregular hours
and days, including some weekends and evenings.
WORK ENVIRONMENT The work environment characteristics described here are representative
of those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work conditions may vary depending upon the location of programs; programs may occur
indoors and outdoors, therefore requiring exposure to a variety of elements. While working
indoors, the lighting and temperature are adequate, and there are no hazardous or unpleasant
conditions caused by noise, dust, etc. Work is generally performed within an office environment,
with standard office equipment available. While working outdoors, the work environment may
involve exposure to various elements including but not limited to: sun, heat/cold, dust, pollens
and other environmental risks.
This position may also call for occasional business-related driving. A valid California Drivers’
License and proof of automobile insurance is required.
PHYSICAL DEMANDS The physical demands described here are representative of those that must
be met by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical requirements include talking, listening, sitting, standing, walking, manual dexterity,
eye-hand coordination, use of office equipment including but not limited to computers, scanners,
printers, telephones, copiers, fax machines, digital cameras, corrected vision and hearing to
standard range.
Depending on program requirements, physical demands may require standing and walking for
extended lengths of time and may require lifting, pushing, pulling, moving and carrying items up
to 25 pounds.
RELATIONSHIPS
Inside the Organization:
• Reports to the Assistant Director of Government Affairs and Programs
• Assists and supports Executive Officers, student leaders, Executive Director and
Assistant Director of Government Affairs and Programs
• Interacts with the Executive Office Supervisor, Aztec Student Union Events Coordinator,
Aztec Student Union Assistant Director of Program Services, Graphics Coordinator,
Office Supervisors, Accounting staff and other full-time A.S. employees
• Advises numerous A.S. boards and serves as support to all areas of student leadership
Outside the Organization:
• Interacts with the Executive Assistants for the Provost, the University Vice Presidents,
the Director of Enrollment Services; the University Senate; the Executive Director and
staff of CSSA; the Office of the Registrar of Voters; elected local and state officials and
their staff, and various vendors
EMPLOYMENT CATEGORY:
Full-time; Hourly; Non-Exempt; Salary Grade 4
ASSOCIATED STUDENTS
Application for Employment
Last Name
First
Address
Middle
Have you applied for a job at San Diego State University before? YES NO
If yes, when? (give date)
If hired, are you legally authorized to work in the U.S.? YES NO
Location
California
Driver’s License YES NO
Zip
Date
Position Applying For
Professional License
If hired, can you provide proof of your legal right to work in this country? YES NO
EDUCATION: Check last year completed: College 1 2 3 4
Name of School
City
Phone No.
Dates
Grad 5 6 7 8
(month/year)
EMPLOYMENT RECORD (List present or most recent experience first)
Employer __________________________________________________ Phone No. (
Degree or Diploma Scholastic Average
Major
Minor
Languages
ADDITIONAL SPACE ON REVERSE SIDE
)_________________ From________ To________ Total Yrs./Mos_______ Pay $ _________
Address ___________________________________________________________ City/State/Zip_________________________ Position Title _____________ Full-time Part-time
Immediate Supervisor ______________________________________________ Duties ______________________________________________________________________________
(Person to Contact)
Reason for Leaving ____________________________________________________________________________________________________________________________________
Employer __________________________________________________ Phone No. (
)_________________ From________ To________ Total Yrs./Mos_______ Pay $ _________
Address ___________________________________________________________ City/State/Zip_________________________ Position Title _____________ Full-time Part-time
Immediate Supervisor ______________________________________________ Duties ______________________________________________________________________________
(Person to Contact)
Reason for Leaving ____________________________________________________________________________________________________________________________________
Employer __________________________________________________ Phone No. (
)_________________ From________ To________ Total Yrs./Mos_______ Pay $ _________
Address ___________________________________________________________ City/State/Zip_________________________ Position Title _____________ Full-time Part-time
Immediate Supervisor ______________________________________________ Duties ______________________________________________________________________________
(Person to Contact)
Reason for Leaving ____________________________________________________________________________________________________________________________________
Employer __________________________________________________ Phone No. (
)_________________ From________ To________ Total Yrs./Mos_______ Pay $ _________
Address ___________________________________________________________ City/State/Zip_________________________ Position Title _____________ Full-time Part-time
Immediate Supervisor ______________________________________________ Duties ______________________________________________________________________________
(Person to Contact)
Reason for Leaving _________________________________________________________________________________________________________________________________ 6/08
EMPLOYMENT RECORD continued
Employer __________________________________________________ Phone No. (
)_________________ From________ To________ Total Yrs./Mos_______ Pay $ _________
Address ___________________________________________________________ City/State/Zip_________________________ Position Title _____________ Full-time Part-time
Immediate Supervisor ______________________________________________ Duties ______________________________________________________________________________
(Person to Contact)
Reason for Leaving ____________________________________________________________________________________________________________________________________
Employer __________________________________________________ Phone No. (
)_________________ From________ To________ Total Yrs./Mos_______ Pay $ _________
Address ___________________________________________________________ City/State/Zip_________________________ Position Title _____________ Full-time Part-time
Immediate Supervisor ______________________________________________ Duties ______________________________________________________________________________
(Person to Contact)
Reason for Leaving ____________________________________________________________________________________________________________________________________
REFERENCES (Please indicate whether professional or personal)
Name _________________________________________
Name _________________________________________
Name _________________________________________
______________________________________________
______________________________________________
______________________________________________
Address________________________________________
Phone (
) ________________________________
Professional Personal
Address________________________________________
Phone (
) ________________________________
Professional Personal
Address________________________________________
Phone (
) ________________________________
Professional Personal
Briefly describe how you are qualified for this position by virtue of your interests, aptitudes, education and experience.
____________________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________________
Close relatives employed by the University (give names, relationship, department) __________________________________________________________________________________
Have you ever been discharged from employment? YES NO If yes, explain ________________________________________________________________________________
Are you presently employed? YES NO If yes, may we contact your employer? YES NO May we contact your former employer(s)? YES NO _________________
I hereby certify that all statements on this application are true and complete to the
best of my knowledge and belief. If, employed, I understand that any statements
on this application may be considered grounds for termination.
SIGNATURE _____________________________________________________________________
SAN DIEGO STATE UNIVERSITY IS AN EQUAL OPPORTUNITY / AFFIRMATIVE ACTION / TITLE IX EMPLOYER
6/08
CONFIDENTIAL STATISTICAL DATA SHEET
Note: Submission of this information is voluntary. To further its commitment to Equal Employment
Opportunity, the Associated Students of San Diego State University requests that applicants voluntarily provide the following information. We are required by law to collect this information and your cooperation is
essential to the success of this program. All information is confidential and will be used for statistical purposes only.
Name (First, Middle Initial, Last) ______________________________________________________________________
Street Address ____________________________________________________________________________________
City/State/Zip _____________________________________________________________________________________
Male
Gender
Female
Referral Source (Check One)
1
2
3
4
5
6
SDSU Center for Human Resources Website
Friend or relative
Public or private employment agency
Newspaper
Professional Journal
Other
7
8
9
10
11
12
Internet
Employee
Former Employee
Job Fair
Walk in
Academic Department Referral
Ethnic Background (Check One)
We understand and appreciate personal feelings about ethnic identification. These classifications are directed by federal
regulations and are not defined by the Associated Students or San Diego State University. The list of classification is in
no particular order or ranking. Please place a check next to the group which BEST identifies your racial/ethnic origin please check only one response.
White (Not Hispanic or Latino) – A person having origins in any of the original peoples of Europe, the
Middle East, or North Africa.
Black or African American (Not Hispanic or Latino) – A person having origins in any of the black racial
groups of Africa.
Hispanic or Latino – A person of Cuban, Mexican, Puerto Rican, South or Central American, or other
Spanish culture or origin regardless of race.
Native Hawaiian or Other Pacific Islander (Not Hispanic or Latino) – A person having origins in any of the
peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
Asian (Not Hispanic or Latino) – A person having origins in any of the original peoples of the Far East,
Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea,
Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
American Indian or Alaskan Native (Not Hispanic or Latino) – A person having origins in any of the original
peoples of North and South America (including Central America), and who maintain tribal affiliation or community attachment.
Two or More Races (Not Hispanic or Latino) – All persons who identify with more than one of the above five
races.
Rev. 4/07