Administrative Support Coordinator-Title IV-E

Location: California State University San Marcos Corporation (CSUSM Corporation)

Appointment: Part-time, Non-Exempt (20 - 35 hours/week*); (12 month appointment; will be extended if funding is available); Hybrid work schedule available

Application Deadline: First review - 06/04/24 (Open Until Filled)

*Position is eligible for pro-rated paid vacation, PTO, and holidays. Position will be eligible for additional benefits such as medical, dental and vision if selected candidate is scheduled to work 30 or more hours per week. Full benefits and other information can be found on the CSUSM Corporation website, https://www.csusm.edu/corp/hr/benefits/summary.html.

Summary

The CSUSM Department of Social Work’s Title IV-E Child Welfare Stipend Program is an annual contract with the California Department of Social Services (CDSS), administered through the University of California Los Angeles (UCLA) and funded by federal Title IV-E funds. This program is specifically designed to provide preparation and training for individuals interested in pursuing careers in child welfare services.

Under this contract, the Department of Social Work receives funding for instructional and program support, as well as educational stipends for students dedicated to the field of child welfare. The total annual program costs amount to $2 million. The program operates in collaboration with San Diego County Child Welfare Services and neighboring County Child Welfare Services as valued partners. Although the program operates on a year-to-year fiscal contract basis, it initially received funding in 2015 and has since been consistently supported through the Department of Social Work at CSUSM.

Under the guidance of the Project Coordinator and the Principal Investigator of the Title IV-E project, the Administrative Coordinator plays a pivotal role in providing comprehensive support to the CSUSM Title IV-E program. This role not only involves administrative tasks but also focuses on fostering the professional development and professional skills of students to prepare them for successful careers as child welfare workers.

Qualifications:

Education & Experience:

• Bachelor’s degree or additional 5+ years’ experience in lieu of degree required
• Minimum of three (3) to five (5) years’ experience in an office or administrative environment, involving general office tasks that require confidentiality, attention to detail, and the ability to work independently
• Experience in a large organization with a focus on public interaction and teamwork under supervision

Knowledge & Abilities:

• Knowledge of human services or educational settings
• Proficiency in Microsoft Office, Adobe, Qualtrics, Google Suite, and other computer applications and programs.
• Effective interpersonal skills for interactions with colleagues and clients
• Adherence to work rules and procedures
• Strong motivation and organizational skills, with a keen attention to detail
• High level of cross-cultural sensitivity
• Ability to support and mentor students with skills and activities to support professionalization
• Excellent written and verbal communication skills, including English grammar, spelling, and punctuation
• Ability to exercise independent judgment, discretion, and initiative to solve problems
• Proficiency in standard arithmetic functions
• Understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions

Other Employment Requirements

The person holding this position is 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 Revised July 21,
2017 as a condition of employment.

Limited Reporter

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 CSUSM Corporation employees who apply
for the position.

Must participate in CSUSM Corporation, CSU, and university-wide trainings as required.

Must have reliable transportation and a valid driver's license.

The marginal functions of this position have not been included. This job description in no way implies that these are the only duties to be performed.
An employee will be required to follow any other job-related instruction and to perform any other job-related duties requested by the supervisor.

Key Responsibilities:

1. Database Management and Reporting
   • Maintain databases accurately to ensure the integrity of student records and program data.
   • Prepare and submit quarterly and annual reports to the funder, adhering to deadlines and quality standards.
2. Student Documentation and Support:
   • Ensure the completion of annual documentation for students, facilitating their progress through the program
   • Assist students in understanding and fulfilling requirements are required by the funder, collecting necessary data and documentation.
   • Provide ongoing support to both incoming enrolled IV-E Stipend students and IV-E Alumni, addressing their needs and concerns effectively.
3. Professional Skills Development:
   • Design and implement workshops or individual training sessions focused on developing essential professional skills such as communication, interview preparation sessions, and other resources to support students in their transition to professional roles.
   • Encourage students to participate in reflective practice, helping them identify areas for growth and development in both technical and professional skills.
   • Offer guidance and mentorship to students as they navigate their career paths and or referrals to other campus programs.
   • Foster a supportive environment where students can practice and enhance their interpersonal skills, preparing them for the challenges of child welfare work.
4. Collaboration and Networking:
   • Collaborate closely with the Grants Budget Analyst, Department Administrative Support Coordinators (ASC), Department of Social Work faculty, CSUSM campus programs and operations, CSUSM Corporation, and Extended Learning staff to ensure seamless program operations.
   • Engage with other IV-E Programs across the state to share best practices and resources, contributing to the continuous improvement of student support services.

Conclusion: The Administrative Coordinator of the Title IV-E program duties encompass a supportive approach to student support and development. By focusing on skills development and fostering a professional learning environment, this position supports the team and the students with a vital role in preparing students for fulfilling and impactful careers as child welfare workers.

Responsibilities and Tasks (To perform this job successfully, the individual must possess the abilities and aptitudes to perform each duty/task proficiently):

The IV-E Administrative Coordinator’s responsibilities include, but are not limited to:

• Providing clerical support for the CSUSM Title IV-E project.
• Maintaining CSUSM Title IV-E student files, including those of initial applicants and stipend recipients.
• Generating and completing required statistical and survey graduate student reports as generated by the project.
• Performing data entry to and maintenance of the CalSWEC Student Information System Cloud for all participating and alumni students at CSUSM.
• Developing and maintaining the monitoring system for CalSWEC students’ job search requirements, work payback, and hire status, as well as post-graduate follow-up for work payback of the stipends.
• Preparing summary reports of student activities and assisting, when directed by the Project Coordinator, in the preparation of financial reports.
• Preparing and maintaining documents for students, including individual contracts, tuition, book, and mileage reimbursement forms.
• Preparing Title IV-E teaching materials and correspondence as directed by the Project Coordinator.
• Handling word processing, database maintenance, filing, duplicating, and setup of Title IV-E meetings and events that support the instruction of Title IV-E students.
• Performing tasks assigned by the Project Coordinator or Project Investigator.
• Preparing Title IV-E teaching materials and correspondence as directed by the Project Coordinator.

Supervision

This position will not supervise others.

Latitude and Judgment

The probable results of poor judgment, decision, or action are numerous and far-reaching. In addition to consequences for students, such as not receiving their stipends or proper credit for their work, errors or omissions could lead to audit disallowances that might jeopardize the entire IV-E contract. While some errors might be identified through routine accounting controls, others may only be detected upon retrospective audit.

Work Environment

• The work environment will include normal office conditions and daily use of a computer Visual Display Terminal (VDT).
• This position is hybrid.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

"JEANNE CLERY ACT AND CAMPUS FIRE SAFETY RIGHT-TO-KNOW LAW" NOTIFICATION - See website located at http://www.csusm.edu/clery/.

Application Procedure:

Please apply by clicking "Apply" and be sure to submit a cover letter and resume. CSUSM Corporation is an Equal Opportunity Employer that is strongly committed to promoting diversity in all areas of the campus community. We consider qualified applicants for employment without regard to age, physical or mental disability, gender or sex, genetic information, gender identity, gender expression, marital status, medical condition, nationality, race or ethnicity, religion or religious creed, sexual orientation, ancestry, and veteran or military status or any other status protected by federal, state or local laws.

For questions or if you experience any difficulties with the online application process, please contact CSUSM Corporation Human Resources at (760) 750-4700 or hrcorp@csusm.edu.