Administrative Support Coordinator
Administrative Support Coordinator
Classification: Administrative Support Coordinator II
Department Name: College of Science
Job Number: MB2021-CB2685
Status: Open Until Filled. Apply today! Application Screening Begins: Monday, May 10, 2021
Priority Screening Date: 05/09/2021
Recruitment Status: Apply today! Application Screening Begins: Monday, May 10, 2021
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,600 students. The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030.
The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below market rate campus housing and competitive salaries for faculty and staff.
Under the general supervision of the Dean, College of Science, and lead direction of the Administrative Analyst/ Specialist, the Administrative Support Coordinator II (ASC) is responsible for providing office support to maintain the administrative objectives of the Dean. The ASC II serves as executive assistant to the Dean, establishes and maintains various tracking systems for departmental functional reporting requirements, assists with the preparation of written materials, assists in the departmental budget tracking process and performs basic financial reconciliations, supports various interdepartmental work teams, provides back-up support to the Administrative Analyst/Specialist, monitors Dean's Office projects, works as a liaison between the Dean's Office and other units on campus, and provides general clerical support.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
General Office Support:
Serves as first point of contact for the office and as executive assistant to the Dean. Maintains calendar, schedules appointments and meetings, drafts communications and reports, and makes travel arrangements and prepares associated travel documents for the Dean. Greets, screens visitors, telephone calls, email and mail, taking the required action or referring requests as appropriate; responds to questions from the public, staff, faculty, and students using tact and diplomacy. Assembles, copies, and distributes information/documents; handles collection and coordination of information related to College activities. In conjunction with the College Administrative Analyst/Specialist, recruits, hires, and provides lead work direction to student assistants. Orders office supplies and equipment as needed. Establishes, maintains physical and electronic office files. Ensures that confidential information and required documents are received, completed, and maintained appropriately. Maintains an orderly and presentable office environment.
Administrative Support and Office Coordination:
Coordinates clerical and administrative support functions across the college in conjunction with the Analyst. Manages a broad range of operational and procedural office and administrative tasks/problems, which may at times require research, analysis and evaluation of information for problem solving. Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, purchasing, reimbursements, MOUs/ Service Agreements, and adjunct faculty contracts and evaluations. Prepares purchase requisitions and forms, reimbursements. Reviews department travel documents and makes recommendations for revisions. Tracks, monitors, and reconciles the Dean's operating office budget. Creates systems for tracking documents and for various office processes. Assists the Analyst by providing work training, direction, and guidance to staff within the College.
Special Events And College Activities:
Coordinates college meetings; college committees, external reviewers, and special events. Books event space, coordinates catering needs, creates and maintains contact lists, service agreements, and marketing materials (brochures, flyers and other publications).
Data Analysis and Reporting:
Gathers, maintains, and analyzes information for various purposes including personnel transaction forms for faculty, staff and student appointments, payroll, retention and promotion process, and attendance. Monitors and compiles information on college activities and events for the college website and social media.
- Assists the building manager and building emergency coordinator.
- 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.
Requires 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.
Experience in event planning, budget and expense tracking, financial reconciliations, and analyze budgetary data. Microsoft Excel (including pivot tables/charts, linking worksheets, and creating formulas) and PowerPoint (creating presentations containing statistical information). A strong customer service attitude and commitment is essential.
Bachelor’s degree. Knowledge of California State University procedures related to travel, purchasing, budget tracking management and personnel. Prior experience with academic programs in the technology related disciplines. Ability to work in a fast-paced environment with frequent interruptions and provide exceptional customer service. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. A strong customer service attitude and commitment to the CSUMB Vision and Mission.
Experience involving the coordination of administrative support functions in a complex environment. Ability to: anticipate and meet department needs; take initiative to improve operations in a collaborative manner. Technically proficient in the use of Microsoft Office Suite; Google Workspace(Gmail, Docs, Drive, and Calendar); Oracle-PeopleSoft/ Common Management System or equivalent student, HR and Financial information systems; Hyperion or equivalent reporting tools; intranet drives; and internet browsers.
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; 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.
- May require occasional evenings 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: Probationary, Full-Time
- Collective Bargaining Unit: Clerical and Administrative Support Services (CSUEU)
- Anticipated Hiring Salary: Low-$4,000’s
- CSU Salary Range
- FLSA Status: Non-exempt
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit CSU System Benefits. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information and to view the Schoonover Park photo gallery.
How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/6204
For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. 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 https://csumb.edu/clery.
CSUMB is a smoke and tobacco-free campus.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
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.