Administrative Support Coordinator

Administrative Support Coordinator

Job no: 527760
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Part Time, On-site (work in-person at business location)

Classification: Administrative Support Coordinator II
Hours: Part-time / 19 hours per week
FLSA: Non-exempt

Anticipated Hiring Salary Range: $2,140 per month
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: June 1, 2023
Recruitment Status: Open Until Filled

This is a part-time position.

ABOUT CSUMB

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 with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).

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.

PURPOSE:

Under the general supervision of the Associate Vice President of Inclusive Excellence and Sustainability and day-to-day work direction of the Faculty Director, the Administrative Support Coordinator is responsible for independently performing the full range of varied and complex clerical/administrative assignments in support of the day-to-day operations of the Helen Rucker Center for Black Excellence (HRCBE).

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

1. General Office and Administrative Support:

Provides primary support to the Faculty Director and is responsible for the administrative functions of HRCBE. Greets and screens visitors, telephone calls, email and mail, taking the required action or referring requests as appropriate; responds to questions and inquiries from the general public, staff, faculty, and students using tact and diplomacy. In collaboration with the Faculty Director, assembles, copies, and distributes information/documents; handles collection and coordination of information related to HRCBE activities.

Identifies supplies, equipment, and services needed. Maintains complete and accurate records and files, both paper and electronic. Collects event materials and evaluations and routes as appropriate. Makes recommendations on day-to-day administrative operations and procedures through consultation and coordination with others, performing independently under general goals. Schedules and coordinates logistics for HRCBE meetings, activities and events.

Prepares materials and information needed by the Faculty Director for meetings, appointments, and briefings. Assists the Faculty Director and faculty in coordinating and completing multiple projects, including university funding requests, grant proposals, etc. Collects and summarizes information from a variety of relevant sources in support of departmental planning and decision-making.

Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, purchasing, reimbursements, MOU's/Service Agreements, university brand/logo protocol, social media, and so on. Develops practical, thorough, and creative solutions on operational and procedural matters involving coordination and consultation with other departments and using knowledge of the University's and Corporation's policies, regulations, procedures, and structures.

Budget and Financial support:

Under the oversight of the Faculty Director and HRCBE Team, maintains financial transaction records and spreadsheets; tracks and reconciles budgets against expenditures; researches and reports discrepancies in a timely manner. In coordination with Faculty Director, reviews reports and resolves inconsistencies. Coordinates, generates, and processes all financial and transactional forms for the department, including but not limited to travel requests and claims, purchase requisitions, expense claims, budget expense transfers, payment requests, and invoices with accuracy. Creates systems for tracking documents and for various office processes. Reviews procurement card and payroll expense reports. Maintains documentation for department purchases and expenditures. In collaboration with Faculty Director researches, makes recommendations, and prepares draft budgets for operating budget and HRCBE events. Provides budget status reports as requested by the Faculty Director.

Marketing and Promotion:

Works with Faculty Director, HRCBE Team and in conjunction with the campus Communications department to follow branding guidelines and standards to create and distribute marketing materials such as flyers, posters, email blasts, social media posts, and so on in support of HRCBE events. Tech savvy and the ability to think creatively are highly valued in order to work in collaboration and independently.

Lead Duties:

Facilitates the recruitment and hiring process of all student assistants. Under advisement from the Faculty Director coordinates the work duties for student assistants; provides training on time reporting and HRCBE practices; determines the methods and procedures by which the student assistant work is to be accomplished; controls the workflow and establishes priorities and deadlines; completes performance evaluations or verifies that they have been completed by direct supervisors.

Other Functions:

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. Able to quickly build up 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 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:

Event planning, budget and expense tracking, financial reconciliations, and budget preparation. Microsoft Excel (including pivot tables/charts, linking worksheets, and creating formulas) and PowerPoint (creating presentations containing statistical information).

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. Knowledge of Photoshop, Adobe Creative Suite, Canva and other software for flyers and so on. Zoom, Google Meet, Stream Yard, Hopin and other online venues for meetings and events.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• 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 Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. Knowledge of Photoshop, Adobe Creative Suite, Canva and other software for flyers and so on. Zoom, Google Meet, Stream Yard, Hopin and other online venues for meetings and events.
  
  SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
  
  • 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 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.
  • This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to the Clery Compliance Officer all reports of Clery Act crimes brought to their attention.
  • May require occasional evenings and/or weekend work.
  
  PHYSICAL ENVIRONMENT:
  
  Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
  
  The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.
  
  BENEFITS/PERKS:
  
  Employees who are not initially eligible upon hire date for CalPERS retirement membership are required to participate in the CSU Part-time/Seasonal/Temporary (PST) Retirement Plan in lieu of Social Security. Employees enrolled in this program contribute 7.5% of their gross wages, on a pre-tax basis, to a retirement account that is available after separation of employment.
  
  CSUMB offers health or FlexCash benefits to employees in eligible positions under the Affordable Care Act (ACA). There may be other benefits available dependent on appointment type. Please refer to the CSU Voluntary Benefits Plans.
  
  APPLICATION PROCEDURE:
  
  For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. 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 Human Resources at (831) 582-3389 or emailinghumanresources@csumb.edu. All employees must be eligible for employment in the U.S.
  
  GENERAL INFORMATION:
  
  CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.
  
  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.
  
  
  
  To apply, visit https://careers.csumb.edu/en-us/job/527760/administrative-support-coordinator
  
  
  
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