Job no: 549602
Department: Coll of Arts, Hum, Soc Science
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)

POSITION SUMMARY

Full-time temporary position available on or after September 15, 2025 and ending on or before September 14, 2026 in Music. Appointment will be made for one year from date of hire with the possibility of reappointment based on budget, department needs, and job performance.
This position is on the 10/12 Pay Plan with the pay periods of June and July off work each year. Benefits and salary are paid over 12 months.
Under general supervision of the Department Chair, the Administrative Support Coordinator provides comprehensive administrative and operational support to the Department of Music. Serving as the central point of contact for students, faculty, staff, and the public, the incumbent coordinates office functions, manages department resources, and ensures the smooth execution of academic, financial, and event-related processes. The incumbent plays a vital part in facilitating communication, supporting academic programs, and advancing the department’s outreach and public engagement efforts.

MINIMUM QUALIFICATIONS

Education: Completion of a high school program, technical/vocational program, or their equivalents.
Experience: Several years of related office work experience.

PREFERRED QUALIFICATIONS

• Experience in financial management, including budgeting, monitoring accounts, and processing financial transactions.
• Experience managing event logistics.
• Experience with report preparation, record maintenance and payroll management.
• Experience working in a higher education environment.
• Relevant educational background or certifications in finance, business administration, event management, or related fields.
• Experience with travel and expense management software (e.g. Concur).
• Experience with integrated business software (e.g. PeopleSoft).

KNOWLEDGE, SKILLS, ABILITIES

• Experience to be fully functional in all technical aspects of work assignments.
• Ability to understand and operate in a variety of organizational structures.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling. Ability to clearly communicate orally and in writing.
• Ability to use and quickly learn new office support technology systems and software packages.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• A background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires) must be completed satisfactorily before any candidate can begin employment with the CSU.

PHYSICAL REQUIREMENTS

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties include but are not limited to:

• Coordinates class scheduling in collaboration with the department chair, including data entry into the scheduling system, notification of faculty assignments, and submission of workload reports.
• Maintains and updates student and curriculum records; processes major, minor, and course-related forms; and assists with enrollment management functions such as lifting holds and verifying student information.
• Supports faculty and advisors by retrieving student records and reports and ensuring timely access to academic information.
• Serves as a primary resource to faculty, students, and the public regarding university and departmental policies and procedures.
• Maintains departmental records and databases, including confidential personnel files, student and alumni records, and general administrative documentation.
• Provides logistical support for department meetings and day-to-day operations, including the collection and routing of payroll documents.
• Oversees general office operations including ordering supplies, maintaining equipment, and supporting faculty needs.
• Coordinates and processes a variety of financial transactions, including travel reimbursements, direct payments, purchase requisitions, ProCard reconciliations, and consultant/guest lecturer payments.
• Supervises student assistants, providing training, task assignment, and daily oversight.
• Supports the use of departmental facilities and manages space reservations and usage.
• Monitors and reconciles department accounts, including general fund, foundation, trust, and course fee accounts, and supports financial planning in consultation with the department chair.
• Prepares and submits internal reports and external surveys such as the annual HEADS report; tracks resource utilization such as room usage and reservations.
• Obtains and analyzes student enrollment, academic, and workload data using university systems and tools.
• Acts as the public face of the department, providing front-line interaction and representing the department in communications with faculty, staff, students, and external partners.
• Coordinates outreach, publicity, and event-related communications, and assists with recruitment efforts by supporting candidate visits and maintaining application materials.
• Assists the department chair in resolving academic-related concerns by facilitating communication between students and faculty and ensuring timely processing of academic forms.
• Other duties as assigned.