Administrative Coordinator, Provost Office (Administrative Support Coordinator I)

Administrative Coordinator, Provost Office (Administrative Support Coordinator I)

Job No: 500189
Work Type: Staff
Location: Dominguez Hills
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Position Information

This is a full-time, permanent (probationary) position.

Special Working Conditions: This position seldom requires overtime, but urgent work may come in waves especially during event season- Feb through Sept. The incumbent needs a very high level of self-management, ability to multi task, plan and schedule work, think critically, and prioritize appropriately.

Conditions of Employment

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Application Deadline & Salary Information

The application deadline is: Monday, May 10, 2021.

The salary range for this classification is: minimum $3,064 - maximum $5,148 monthly.

Major Duties

Under the general supervision of the Office Manager/Executive Assistant, the Administrative Support Coordinator-Provost's Office provides a full range of varied and complex administrative support for the Office Manager/Executive Assistant and the Provost with daily operations. Provide administrative support for Provost's Academic Affairs Council meetings and other meetings as needed. Acts as primary back up to the Office Manager/Executive Assistant in their absence to support the Provost with daily needs and other concerns that may arise. The incumbent is a critical member of the reception team in the Office of the Provost and Vice President under the supervision of the Office Manager/Executive Assistant.

Qualifications

Required Education: high school diploma or the equivalent.

Required Experience: several years of related office work experience, equivalent to three (3) years.

Preferred education: bachelor's degree or the equivalent.

Preferred experience: a total of five (5) years both inside the CSU system and beyond. Successful incumbents are familiar with our system-wide policies and the functions of higher education in a publicly funded, collectively bargained environment, but can also contribute an outsider's experience and fresh perspectives. Experience supporting a C level Executive.

Required Knowledge, Skills, and Abilities:

Knowledge of:
-Thorough knowledge of correct English grammar, spelling and punctuation;
-Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages;
-Knowledge of records management;

Ability to:
-Ability to perform standard business mathematical functions, including tracking and comparing data;
-Ability to establish and maintain effective working relationships, and handle sensitive situations;
-Ability to coordinate multiple different tasks with frequent interruptions;
-Ability to communicate effectively both written and orally;
-Ability to independently handle multiple work unit priorities and projects.
-Ability to handle confidential information and use a high level of discretion
Skill in:
-Skill in using the following software applications: Excel, Word, Outlook, PowerPoint and Access;
-Skill in learning unfamiliar or specialized software such as PeopleSoft Student Module, Financial Data Warehouse, and Campus Labs;
-Highly developed skill in administrative functions, calendar maintenance, thorough follow up ability, planning meetings and events;
-Skill in interpersonal relations, teamwork and team-building, and customer service

Responsibilities

60% - Specific responsibilities include:

-Office support, including reception, events, calendar, travel management, expense claims, and approval routing: tasks requiring comprehensive and detailed knowledge of university infrastructure, policies, and procedures;

-Provides a full range of complex administrative support for the Office Manager/Executive Assistant, the Provost, and other staff in the office; -Confirms weekly meetings for Provost and advise the Office Manager/Executive Assistant of any changes needed;

-Supports the Academic Affairs Council meetings with preparing agendas and confirmation of guests;

-Acts as back up when needed, and in the absence of the Office Manager/Executive Assistant to support the Provost with daily operations, calendar management, student assignments, and concerns that may arise;

-Customizes, prepares, and processes late travel memos, travel requests, and expense claims to compose reports;

-Fields telephone calls for front desk reception, greets and directs visitors, provides high quality customer service to staff, faculty, administrators and students requesting assistance from the Provost Office;

-Demonstrates judgement and discretion as needed when receiving telephone calls and correspondence to provide a high-quality customer service experience for staff, faculty, administrators, and students requesting assistance from the Provost Office;

-Coordinates with internal and external individuals at all levels; ensures that follow-up procedures are carried out; responsible for various office logs, access database, and distribution of deliveries requiring signatures for approval

20% - Support and assists the Office Manager/Executive Assistant with coordination of events, special projects,

-Completes forms including- hospitality, catering, logistics, reservations, and requisitions;

-Coordinates and routes documents for the Office of the Provost;

-Assist with expense tracking for Provost travel reimbursements and P-Card reconciliations;

-Photocopies and prints agendas and other materials;

-Orders office supplies, other materials and maintains inventory for the Office of the Provost.

10% - Responsible for Provost Conference room reservations and confirmations for campus use to ensure the schedule is current;

-Maintains various office logs including office mail log of incoming and outgoing correspondence requiring signature approval, tracking in the office access database, and distribution of deliveries requiring signatures for approval;

-Coordinates general maintenance requests with Facilities Services for office printer, shredding bin, and recycling bins and other equipment;

-Troubleshoots technology problems for the office systems, logging help desk tickets with IT and submitting work orders when necessary.

10% - Other duties as assigned.

Closing Statement

California State University, Dominguez Hills, is strongly committed to achieving excellence through a diverse workforce.

California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. For more information or definition of these terms, please visit:

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771.

Clery Act crime statistics for CSUDH are available at https://www.csudh.edu/dhpd/clery/crime-stats/ , or by calling University Police at (310) 243-3639. Upon appointment, all candidates must furnish proof of eligibility to work in the U.S.

The California State University is Smoke and Tobacco Free. Smoking, Vaping and other Tobacco use are Not Permitted anywhere on University property. Education Code 42356, CCR Title 5, Article 9


Applications Close: 10 May 2021

To apply, visit: https://careers.csudh.edu/en-us/job/500189/administrative-coordinator-provost-office-administrative-support-coordinator-i

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