Administrative Support Coordinator - Department of Education and
Unit 7 - CSUEU - Clerical and Administrative
Support Services, Administrative, Probationary, Full Time
Classification: Administrative Support Coordinator
Full-time / 40 hours per week
Anticipated Hiring Salary Range:
$3,891 to $4,328*
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:
December 14, 2023
Open Until Filled
California State University, Monterey Bay is a mid-sized university
in California's Central Coast that grants undergraduate and
graduate degrees. Powered by an inspiring Founding Vision
, CSUMB is part of the nation's largest
four-year public university system, California State
, which educates nearly 460,000 students
With a vibrant, diverse student body of over 7,000 students, CSU
Monterey Bay is both a Minority Serving Institution and a Hispanic
Serving Institution. Our staff and faculty transform students'
lives with a focus on student success and engagement through
experiential learning, service learning, and a strong emphasis on
multicultural and global perspectives. CSUMB's sustainability goal
is to be carbon neutral by 2030.
The university's Strategic Plan
inclusive excellence through recruiting and investing in developing
a diverse body of faculty, staff and administrators. Many
appreciate living and working close to the shores of beautiful
Monterey Bay, with easy access to recreational areas from Big Sur
to Santa Cruz. Nearby opportunities for collaborative research
include working in the Monterey Bay National Marine Sanctuary and
Silicon Valley, and with colleagues at local research universities,
including UC Santa Cruz and Stanford University.
As one of the 23 campuses in the CSU system, CSUMB offers excellent
benefits, including access to below-market-rate rental housing on
East Campus, and competitive salaries for faculty and staff. With
proximity to the San Francisco Bay Area and San Jose, opportunities
for faculty, staff and students are as endless as the shores of the
nearby Pacific Ocean.
Under the general supervision of the Dean of the College of
Education and daily direction of the Department Chair of Education
& Leadership, the Administrative Support Coordinator is
responsible for independently performing the full range of varied
and complex clerical and administrative assignments in support of
the programs. The Administrative Support Coordinator assists in
ensuring the consistent, smooth, day-to-day operations of the
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not
limited to, the following:
Administrative Support: Provides primary daily
assistance to the Department Chair, program coordinators, and
academic staff, handling multiple requests. Assists Department
Chair and faculty with preparation of course schedules, calendars,
course descriptions, catalog and brochure copy; maintains accurate
and detailed databases related to courses, schedules, and
enrollments. Provides administrative support for faculty
recruitment and personnel actions including the temporary faculty.
Provides support for academic advising and helps prepare materials
related to academic instruction. Works with the Department Chair
and faculty to coordinate planning for administrative needs and
day-to-day operations of current and new programs. Works on special
projects, reports and other duties as required.
Budget Support: Maintains, tracks, reconciles,
and reports program budget expenditures in a timely manner
according to the procedures of the University which may include
working directly with University Corporation, Accounting and grant
budgets. Provides budget status reports as requested by the
Department Chair. Maintains complex data related to financial
reporting. Maintains all documentation for the department's
purchases. Reviews and confirms accuracy of invoices for approval
of payment. Works with the Dean's office Budget Analyst to ensure
consistency with other departments.
Department Management: Provides primary office
services and supports the program by handling all campus work
orders, travel requisitions, purchase orders and other work
necessary to meet the day-to-day operating needs of the office.
Organizes and maintains the office infrastructure, including
supplies and services, office files, and records. Assembles
information from these and other sources in response to requests.
Prepares correspondence and handles complex telephone and email
requests. Schedules and coordinates large meetings, activities, and
events. Attends meetings, prepares minutes or summary notes, and
follows up on action items which relate to the department goals.
Assist with creating the process workflow for the department to
ensure consistency among staff and faculty.
Accreditation: Provides administrative support
to the Department Chair with accreditation activities. Organizes
and maintains electronic and physical records and files for the
programs and students within the programs. Summarizes information
from program files and other resources.
Student Assistant Supervision: Recruits,
hires, and supervises student assistants. In consultation with the
Department Chair and faculty, establishes clerical procedures,
controls the workflow, and sets priorities for the work of student
Works with Department Chair and faculty to coordinate teacher
education programs underwritten by non-general fund sources.
Performs other job-related duties and special projects as
KNOWLEDGE, SKILLS AND
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.
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.
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
Knowledge of data management methods and procedures. Ability to
learn CSU Teacher Education regulations, procedures and policies.
Experience tracking and monitoring budgets, revenue, and
expenditures. Working knowledge of the California Teacher
Credentialing process; technical fluency with Banner,
Oracle/PeopleSoft, CSU Common Management System or equivalent
student information system; Microsoft Office Professional Suite,
and Google mail and calendaring programs. Experience with XAP, or
other automated student information retrieval systems, software
programs such as imaging software or Hyperion/Brio reporting.
Possess professional communication skills and excellent customer
service skills. Demonstrated ability to address the essential
functions associated with this position including knowledge and
abilities identified above.
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION
All offers of employment are contingent upon the successful
completion of a background check (including a criminal records
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
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
This position has been designated as a sensitive position
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.
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.
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
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
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 15
paid holidays a year. For more information, visit
Employee Benefits Summary
. As a perk, the University
Corporation at CSU Monterey Bay provides access to affordable
campus housing based on availability; visit Schoonover
for more information.
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
Reasonable accommodations will be provided for qualified applicants
with disabilities who self-disclose by contacting Human Resources
at (831) 582-3389 or emailing email@example.com
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
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.
EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity 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
To apply, visit https://careers.csumb.edu/en-us/job/534259/administrative-support-coordinator-department-of-education-and-leadership