Administrative Support Coordinator

at  California State University Monterey Bay

ADMINISTRATIVE SUPPORT COORDINATOR

Job no: 541712
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Classification: Administrative Support Coordinator I
Hours: Full-time / 40 hours per week
FLSA: Non-exempt
Anticipated Hiring Salary Range: $3,338 to $3,875* mo.

KNOWLEDGE, SKILLS, AND ABILITIES:

Thorough knowledge of: applicable university infrastructure, policies, and procedures; English grammar, spelling, and punctuation; office systems and budget policies and procedures.
Skills: Experience to be fully functional in all technical aspects of work assignments. Working knowledge of budget policies and procedures.
Ability to: use a broad range of technology, systems and packages; independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; draft and compose correspondence and standard reports; handle effectively a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature.

MINIMUM QUALIFICATIONS:

Must possess a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience

SPECIALIZED SKILLS REQUIRED:

Experience tracking and monitoring budgets, revenue, and expenditures. Excellent English writing skills. Experience with event planning. Knowledge of word processing, spreadsheet, database, e-mail and social media software.

PREFERRED QUALIFICATIONS:

A bachelor’s degree in a relevant field. Technical fluency with Photoshop and/or Illustrator. Must be an exceptional listener and communicator with the ability to effectively convey information verbally and in writing. Ability to take proactive and positive measure to ensure optimal support of the office; identify confidential matters and maintain confidentiality in the highest regard; and establish and maintain cooperative working relationships within a multicultural and diverse community using respect and effective interpersonal skills.
Proficient in the use of Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); Oracle-PeopleSoft/Common Management System or equivalent student, HR and Financial information systems; Hyperion or equivalent reporting tools; intranet drives; and internet browsers.

EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
To apply, visit https://careers.csumb.edu/en-us/job/541712/administrative-support-coordinator
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Under the general supervision of the Chair of the School of Computing and Design, the Administrative Support Coordinator is responsible for performing a full range of State and Corporation clerical and administrative assignments that are varied and complex in support of the School of Computing and Design.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

• Provides administrative support to the Department chair and faculty. Prepares and processes work orders, pay requests, paperwork for selected external funds, personal reimbursements etc. Manages all travel arrangements ensuring all paperwork are processed accurately in a timely manner. Creates requisitions and tracks the purchase order. Assists the ASC II with research for procurement card spending and oversees the purchasing of supplies, and assists ASC II with other budget tracking..
• Supports program needs; i.e., providing scheduling assistance to the Chair and the ASC II, generating permission numbers, administering the student assistant hiring and timesheet processes, assisting in the course evaluation process each semester, tracking in student internship placement, and assists with other day-to-day operational needs of the School.
• Coordinates the logistics of variety of special events and activities including preparing agendas, scheduling meetings, reserving rooms and facilities, coordinating catering, inviting attendees, requesting parking permits, etc. Provides oversight of the event set-up/take-down and taking minutes at events whenever requested.
• Assists with outreach and recruitment activities such as creating a semi-annual newsletter, marketing materials, maintaining social media sites, communicating with high school and community college counselors and administration, and coordinating visits by faculty to such external entities as needed.
• Provides support in creating, organizing and maintaining a central filing system for confidential office files and student records. Assembles information from these filing systems in response to requests.
• Receives incoming calls, messages and visitors. Addresses questions and handles complex telephone and e-mail requests. Makes recommendations on day-to-day administrative operations and procedures, performing independently under general goals.

Other Functions:

• Promotes and maintains an atmosphere of excellent internal and external customer service within the School and boarder community.
• Attends workshops, conferences, and advisory meetings as needed.
• Performs other duties as assigned by the Chair and other designated personnel as needed.