Administrative Support Coordinator

at  California State University Monterey Bay

ADMINISTRATIVE SUPPORT COORDINATOR

Job no: 540744
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 II
Hours: Full-time / 40 hours per week
FLSA: Non-exempt
Anticipated Hiring Salary Range: $4,076 to $4,500* mo.

KNOWLEDGE, SKILLS AND ABILITIES:

Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.
Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

MINIMUM QUALIFICATIONS:

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. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. 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:

Experience in project/event coordination and related budget tracking. Strong clerical, customer service, and office management skills. The ASC must be a self-starter, detailed-oriented and able to multi-task. Proficient in the use of personal computers including word processing, spreadsheet, database, presentation and graphic design/creative based software.

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

Technical fluency with Microsoft Office Professional Suite; Oracle-PeopleSoft/CMS baseline system for Student, Finance, and HR or equivalent; G Suite (Gmail, Docs, Drive, and Calendar); Hyperion Workspace; 25Live; intranet drives; and internet browsers. Basic knowledge of and interest in graphic design/creative-based software.
Experience working with diverse populations and in an academic setting. Academic setting or arts organization experience. A strong commitment to serving students, with a proactive and positive attitude about assisting others.

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/540744/administrative-support-coordinator
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Under the general and direct supervision of the Dean of the College of Health Sciences and Human Service (CHSHS), the Administrative Support Coordinator (Administrative Support Coordinator II), is responsible for competently performing the full range of varied and complex clerical/administrative tasks in support of the day-to-day operations and accreditation demands of the programs within CHSHS. The ASC II establishes and maintains an atmosphere of excellent internal and external customer (student, staff, faculty, and community) service within the college, campus community, and the community at large

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

• Assists the Dean in event planning associated with student outreach events, the CHSHS Diversity Celebration Series, the External Leadership Council meetings, the Committee for Inclusivity and Social Equity, and other related endeavors. Facilitates scheduling of events and payment of speakers, plans event logistics including catering, calendar, and additional personnel when necessary. The ASC II also assists in evaluation of the events for outcome reports that are sent to funders.
• Maintains all CHSHS-related contact databases including the External Leadership Council, newsletter mailing list, student contact information, funder contact information, and grant and gift-related contacts associated with the Office of University Advancement. Maintains the Dean’s calendar, conference room calendar and co-building manager.
• Ensures that the Dean and the Office of the Dean provide accurate and timely reports and documentation to the University and funders while ensuring compliance with all university policies, procedures, and regulations; supports student compliance with university policies. Is able to generate report drafts and other communication with minimal supervision from the Dean and the CHSHS Data Fellow.
• Responsible for updating the CHSHS website and writing brief articles, editing, and preparing the e-newsletter for distribution. Also responsible for Social Media as well as photographs and records relevant events for media use.
• Responsible for maintaining the Dean’s calendar, scheduling all meetings, engages in correspondence associated with scheduling. Works with the dean to help facilitate meeting all deadlines including materials updating, ordering of inventory, and other associated tasks and events for the college.
• Works with the Dean to edit documents and reports to ensure print ready status prior to distribution to the college and community.

Other Functions:

• Interfaces in a professional, friendly and helpful demeanor with renowned guests, funders, assists with events, and interacts with other college supporters including CHSHS External Leadership members, actual and prospective donors, community members, and alumni.
• Perform other job-related duties and special projects as assigned.