Administrative Support Coordinator
- Employer
- California State University, Monterey Bay
- Location
- California, United States
- Salary
- Salary Not specified
- Date posted
- Nov 11, 2024
View more categoriesView less categories
- Position Type
- Administrative, Business & Administrative Affairs, Financial Affairs
- Employment Level
- Mid-Level
- Employment Type
- Full Time
Administrative Support Coordinator
Job no: 542735
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Classification: Administrative Support Coordinator II
Hours: Full-time / 40 hours per week
FLSA: Non-exempt
Anticipated Hiring Salary Range: $4,279 to $4,992* mo.
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: October 6, 2024
Recruitment Status: Open Until Filled
ABOUT CSUMB
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 Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year.
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 prioritizes 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.
PURPOSE:
Under the general supervision of the Chief Information Officer (CIO), the Administrative Support Coordinator provides administrative and office support for the CIO and the Information Technology (IT) department. The coordinator is responsible for independently managing a wide range of administrative tasks, often of a sensitive and confidential nature. The coordinator maintains the department's administrative policies, procedures, official records, and correspondence, exercising sound judgment, discretion, and professionalism at all times. The role requires balancing priorities and deadlines, working independently while adhering to established policies and procedures. Additionally, the coordinator acts as a key contact for communication within the department, across campus offices, and with external constituents. In supporting the CIO, the coordinator also provides administrative support to senior IT management, ensuring the highest level of service delivery within the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Other Functions:
Perform 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: maintain strict confidentiality and appropriately handle sensitive communications with employees and external agencies; ability to apply standard theories, principles, practices, and techniques to develop conclusions and make recommendations; ability to work professionally with representatives from public and private entities and handle potentially sensitive situations; ability to understand problems from a broad, interactive perspective and develop solutions that combine information and ideas in new ways; ability to compose, edit, and appropriately format correspondence and reports; ability to handle multiple work priorities in a timely manner, initiating, organizing, planning, and implementing work and projects; ability to work collaboratively with colleagues in other units and senior management reporting to the Chief Information Officer; ability to perform accurately in a detail-oriented environment; ability to maintain and effectively communicate with high-level and diverse contacts within the university system and with outside entities and agencies; ability to effectively use application information systems and applications in analysis, research, and reporting activities and projects; ability to anticipate problems and address them proactively; ability to effectively interpret, organize, and present information and ideas in written or presentation form; ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; ability to plan and manage multiple and ongoing events and projects; ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist; ability to set own priorities, perform consistently, organize and plan work and projects; make decisions independently, and complete duties accurately with little or no supervision.
MINIMUM QUALIFICATIONS:
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. 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:
- Knowledgeable of budget and accounting concepts, practices and processes.
- Clear, concise, and professional written and oral communication skills.
- Excellent attention to detail and organizational skills; demonstrated ability to independently juggle multiple projects to meet deadlines and objectives, and adapt to shifting priorities and new processes and procedures.
PREFERRED QUALIFICATIONS:
Preferred candidates will have a Bachelor's degree in any discipline with at least two years of experience in a support role, ideally with some exposure to higher education settings or supporting senior leadership. Technical fluency with Oracle/PeopleSoft, CSU Common Financial System, or similar enterprise information systems is desired, along with proficiency in Microsoft Office Professional Suite and Google Workspace. Expertise in data management, financial management principles, and the ability to handle confidential information with discretion are essential.
Strong customer service skills, experience in coordinating complex projects and events, and the ability to manage multiple deadlines are highly preferred. Familiarity with IT terminology, trends, and the strategic role of IT in an academic environment is also highly desirable. Strong written and verbal communication skills are essential, with the ability to interact effectively with diverse groups.
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 will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
- 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 has been designated as a sensitive position with 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 designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107.
- 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 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.
PHYSICAL ENVIRONMENT:
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.
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.
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:
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 Employee Housing for more information.
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 emailing humanresources@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.
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 disability.
To apply, visit https://careers.csumb.edu/en-us/job/542735/administrative-support-coordinator
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