Administrative Coordinator at Judicial Council of California in San Francisco, California

Posted in Admin - Clerical 5 days ago.

Type: Full Time





Job Description:

Overview
The Judicial Council is the policymaking body for the trial and appellate courts of California. The Center for Judicial Education and Research (CJER) is the Judicial Council office responsible for developing education and training for justices and judges of the California Supreme Court, courts of appeal, and trial courts, the leadership and staff of those courts, and Judicial Council staff. The Administrative Coordinator schedules and performs project management and logistical tasks required to deliver education progams and products for judges, court managers and court personnel. Staff work directly in support of faculty and collaborate with attorneys and education developers responsible for the training and recuritment of faculty and creation of course content. They coordinate the work performed by staff providing A/V Support Services, Distance Education/Media Production, meeting planning and contracting, course and program registration, printing and mailing, and provide program management for live programs, supporting faculty and working with local site personnel. Staff work independently on more than one assigned program or product at a time and are responsible for coordinating the implementation of a variety of delivery mechanisms including but not limited to the following: in-person conferences, statewide institutes, regional education courses, local training courses, webinars, online videos, podcasts and videoconferences. This position exists to enable delivery of the statewide continuing education required or expected of judicial officers, court managers and court staff of the California Judicial Branch. The Administrative Coordinator must exercise significant independence in performance of job duties. The incumbent is responsible for providing the full range of administrative coordination and project management duties required to deliver multiple education programs currently planned and approved by the Judicial Council as part of the Judicial Branch Education Plans. In order to ensure the work of the office is completed within budget and on time, assignments will be flexibly rotated, therefore, this position is expected to be capable of performing all coordinator duties. The Judicial Council strives for work life balance and includes substantial vacation and holiday time. In addition, we offer an excellent benefits package including pension, medical, dental, and vision coverage, flexible spending, up to $130 per month reimbursement for qualifying commuting costs, and retirement savings plans. In San Francisco, the office is only a 7-minute walk from the Civic Center BART station in downtown San Francisco. In Sacramento, the office is located minutes from downtown, just north of Discovery Park.The successful candidate will be expected to work in the San Francisco or Sacramento office. However, hybrid schedules may be available from a California residence during the duration of the agency's Hybrid Work Pilot Program through 2022.Responsibilities
Project Coordination Establish, monitor and coordinate program timeline. Ensure that critical program milestones are completed as required based on standard, preestablished guidelines. Monitor program budget and establish program budget based on prefixed guidelines set by department supervisor and manager; monitor expenditures and notify management if/when costs will exceed budget allotment. Provide Faculty Support Prepare chart of program faculty for use on registration website and in confirmations. Prepare paid faculty procurement documents (e.g., contract, CTF, NCB, etc.). Coordinate Faculty and Participant Registration Determine scope of registration needs and submit request to registrar Prepare and submit information (program overview, financial information, faculty information, agenda, etc.) to registration to enable website development. Coordinate Site Selection and Logistics Collaborate with content partner to define nature and scope of program. Collaborate with Conference Services on development of RFP, determination of evaluation criteria, evaluate RFP responses, and ultimate site selection. Manage Materials Preparation and Distribution Obtain and maintain course materials from faculty. Determine and oversee printing and/or electronic delivery methods. Coordinate Program Publicity Maintain and apply communication and publicity standards. Oversee all program publicity and communication milestones. Invoice Processing Enter all purchases associated with program (hotel, caterings, contract faculty, etc.) into the Fi$Cal system to generate purchase order and apply appropriate project codes. Receive invoices. Qualifications
Three (3) years of administrative support experience including some experience in area(s) of assignment (such as accounting, writing/editing, database/spreadsheets, direct support to upper management, etc.).ORAssociate's degree, preferably in area(s) of assignment, and one (1) year of administrative support experience including some experience in area(s) of assignment (such as accounting, writing/editing, database/spreadsheets, direct support to upper management, etc.). Additional directly related experience and/or education may be substituted on a year-for-year basis.OROne year as an Administrative Specialist, Facilities Specialist, or Fiscal Services Specialist with the Judicial Council of California or one year of experience performing the duties of a class comparable in the level of responsibility to that of an Administrative Specialist, Facilities Specialist, or Fiscal Services Specialist in a California Superior Court or California state-level government entity.Other Information
Please note: if you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required.How To Apply
This position is Open Until Filled and requires the submission of our official application, responses to the supplemental questions, and a resume. To complete the online application, please click the Apply for Job button.The Judicial Council provides reasonable accommodation to applicants with disabilities who request such accommodation. Reasonable accommodation needs should be requested through Human Resources at (415) 865-4260. Telecommunications Device for the Deaf (415) 865-4272.Supplemental Questions
To better assess the qualifications of each applicant, please provide a response to the following questions. Your answers should not exceed a total of three pages.Please explain why you are interested in this position. Describe your experience in leading the coordination of a complex meeting and/or conference. Please include the size of the meeting or conference, your role in relation to the event(s), and the complexities at hand in detail. Please indicate your level of proficiency with MS Excel as "Beginner", "Intermediate," "Advanced," or "None" & describe a project that you performed using that software. Please specify how you have used advanced features of the software. Do you have any other employment by the State of California that is not already provided on your application? If yes, please list the specific departments or agencies for which you worked. If you have no prior state service, please state "none."Pay and Benefits
$5,429 - $7,600 per month(Starting salary will be $5,429 per month)Some highlights of our benefits package include:Health/Dental/Vision benefits program 13 paid holidays per calendar year Choice of Annual Leave or Sick/Vacation Leave 1 personal holiday per year Up to $130 per month reimbursement for qualifying commuting costs CalPERS Retirement Plan 401(k) and 457 deferred compensation plans Employee Assistance Program Basic Life and AD&D Insurance FlexElect Program Pretax Parking Long Term Disability Program (employee paid/optional) Group Legal Plan (employee paid/optional)Equal Employment Opportunity
The Judicial Council of California Is an Equal Opportunity Employer.PDN-975468dc-6b00-4dd1-a687-777d89575a23


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