Administrative Support Coordinator

California State University, Monterey Bay
California, United States
Salary Not specified
Feb 02, 2021
Employment Level
Employment Type
Full Time

Administrative Support Coordinator

Classification: Administrative Support Coordinator II
Department Name: University Advancement
Job Number: MB2021-CB2667
Status: Open Until FilledApply today! Application Screening Begins: Tuesday, February 16, 2021
Priority Screening Date: 02/15/2021
Recruitment Status: Apply today! Application Screening Begins: Tuesday, February 16, 2021

Position Description:
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. By 2030, CSUMB's sustainability initiative is to be carbon neutral.


Under the general supervision of the Director of Donor Relations and Stewardship, the Administrative Support Coordinator II is responsible for independently performing the full range of varied and complex clerical and administrative assignments in support of the University Advancement Division. The Coordinator works closely with personnel across campus including auxiliaries, potential donors, volunteer leaders, vendors, and development and communications professionals.

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

  1. Coordinates and provides administrative support for the day-to-day operating needs of the division. Prepares purchase requisitions, reimbursements, vendor contracts, and other fiscal transactions as necessary. Verifies accuracy of invoices for payment processing. Manages/updates division-specific forms and documents. Organizes and maintains physical and electronic office files and records including sensitive and sometimes anonymous donor information. Manages gift agreement distribution, processes and procedures. Coordinates travel arrangements for directors and prepares corresponding travel authorizations, reimbursements and claim forms as needed. Interacts with donors in person, through phone and email correspondence. Identifies/orders supplies, materials, equipment, and services needed for the office. Submit IT requests and Facilities work orders for general building maintenance. Sorts/distributes mail and maintains a check log. Updating donor records in collaboration with Advancement Services. Secures parking permits for guests and media.
  2. Assists with planning and organizing special events and meetings. Coordinates arrangements, including scheduling location, catering, service requests, equipment, etc. with internal staff and external vendors. Works with the Donor Relations and Communications teams for all event invitations, communications, and programs. Manages invitation lists, donor ticket distribution, tracks RSVP's, and coordinates event check-in. Attends events, greets donors, and performs assigned tasks. May occasionally require evening and weekend work.
  3. Manages the Directors' calendars and responds to meeting requests. Schedules meetings for the University Advancement team as needed; contacts invitees, solicits agenda items, develops agenda, and makes necessary meeting arrangements including securing meeting rooms. Prepares daily calendar and meeting files, including background information and appropriate documents for each meeting. Updates VP and Directors on the status of relevant items for meetings. Prepares briefing materials and assists with preparing complex reports. Prepares and updates calendars for the division meetings and production meetings. Prepares meeting notes as needed.
  4. Additional ongoing duties include coordinating the Otter Outfitters program, assisting with planned giving materials and emails, award preparation and distribution, coordinating mailings including list preparation, and assisting the donor relations team in preparing and distributing endowment reports and other donor correspondence. Analyzes workflow and implements procedural changes to improve efficiency.
  5. Assists University Advancement personnel on special projects, as needed.

Other Functions:
  • Represents the University Development on CSUMB committees, work groups, and task forces as assigned.
  • Performs other job-related duties and special projects as assigned.

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:
Proficient with a broad range of technology, systems, and packages; to include word processing, spreadsheet, mail merges, database management, presentation and graphic design/creative-based software, and electronic scheduling. Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. A strong customer service attitude and commitment is essential.

Preferred Qualifications:
Experience working in a university or nonprofit fundraising office. Experience using Raiser’s Edge or any other fundraising software and programs. College degree desirable. Familiarity with multimedia (equipment and applications) and graphic design software. Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent HR system; Microsoft Office Professional Suite, and Google mail and calendaring programs. Experience working with diverse populations and in an academic setting.

Special Conditions of Employment:
  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • 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 as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with access to:
    • or control over, cash, checks, credit cards, and/or credit card account information;
    • responsibility or access/possession of building master or sub-master keys for building access; and
    • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • Requires occasional evening and/or weekend work.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

Compensation and Benefits:
  • Type of Appointment: Full-Time, Probationary
  • Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
  • Anticipated Campus Hiring Salary: High $3,000’s/month
  • CSU Salary Range
  • FLSA Status: Non-Exempt

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R07. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.

How to Apply:
To apply, visit


For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at:

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action 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.


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