Administrative Support Coordinator - Part-Time

Classification:   Administrative Support Coordinator I
Anticipated Hiring Salary:   high $1,000's per month for this 20 hour, part-time position
CSU Salary Schedule
Hours:  Part-time 20 hours per week
FLSA:  Non-exempt 

Priority Screening Date:   June 8, 2022
Recruitment Status:   Open Until Filled

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 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 7,400 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.

PURPOSE:

Under the direct supervision of the Director of Pre-college in the Office of Early Outreach and Support Programs (EOSP), the Administrative Support Coordinator provides office support and coordinates the clerical and administrative functions that support the day-to-day operations of the department and its programs.  The programs include: College Readiness, Education Talent Search, Upward Bound, Health Scholars, S5C, University Promise, EAP and GEAR-UP. The Administrative Support Coordinator supervises student assistants, assists with budget administration, reporting and documentation, performs financial reconciliation functions, coordinates special projects, and supports various interdepartmental work teams.

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

• Coordinates and provides clerical and administrative support services for EOSP. Provides direct administrative support to Director of Precollege. Receives requests from students, faculty, staff and administrators, and the public at large; handles multiple requests from these constituencies. Answers and forwards, as necessary, inquiries pertaining to department/Corporation/University services, policies, and procedures. Schedules staff meetings, prepares agenda items, records minutes, and follows-up accordingly. Provides back-up assistance to all EOSP programs when needed.
• Maintains and tracks department operating budget expenditures in a timely manner. Provides budget status reports as requested by the Director. Works with and applies a wide range of University and Corporation policies and procedures. Prepares and processes purchase requisitions, reimbursements, travel, and other transactions as necessary to meeting the needs of the department.
• Coordinates travel arrangements, transportation, lodging, conference registration, travel authorizations, and processes all travel and expense reimbursement requests. Provides logistical support for special events, as assigned, including communications, hospitality, facility reservations, and scheduling.
• Maintains, organizes, assembles and/or summarizes information from office files or other sources for the Director use during appointments or meetings. Assists with the preparation of written materials. Prepares and distributes a variety of correspondence, reports, and other communications to the campus community and the center’s clients under supervision of the Director.
• Identifies supplies, materials, equipment, and services needed for the office and/or requested by the staff. Obtains appropriate approvals. Prepares and processes Purchase Requisition forms; receives and organizes supplies for storage and/or distribution; reviews and confirms accuracy of invoices for approval of payment and resolves any discrepancies accordingly. Submits Work Orders for office and equipment maintenance.
• Researches information and prepares various University/Corporation personnel forms; maintains and submits attendance and absence reports for staff, as well as payroll documents.

Other Functions :

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES :

Thorough knowledge of: correct English, including grammar, spelling, punctuation and editing; office systems and ability to use a broad range of technology, systems, and packages. Detailed knowledge of or the ability to quickly learn applicable university infrastructure, policies and procedures. Working knowledge of budget policies and procedures.  Experience to be fully functional in all technical aspects of work assignments.

Ability to: quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; make sound independent decisions  and recommendations based on current policies and procedures and a thorough analysis of current situations;  independently  handle multiple work unit priorities and projects under strict deadlines;  apply a wide variety of  policies  and  procedures  where  specific  guidelines  may  not  exist;  perform  standard  business  math, such as calculate ratios and percentages,  track financial data and make simple projections; draft and compose correspondence and standard reports; effectively  handle a broad range of interpersonal  contacts, including those at the highest level and those requiring strict confidentiality; address common and unique problems using reasoning and judgement to develop practical, thorough, and creative solutions;  establish and maintain cooperative  working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing, a professional, persuasive and tactful manner.

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 :

Two (2) years of progressively responsible general clerical experience. Ability to provide excellent customer service, multitask, and handle a myriad of situations with professionalism, flexibility, courtesy, diplomacy and tact. Experience performing receptionist duties, greeting and assisting clients and visitors as well as supporting, monitoring, planning and coordinating clerical work activities, and providing training or assistance to others in work processes and procedures.  Proficient in the use of personal computers including word processing, spreadsheets and database software.  Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

PREFERRED QUALIFICATIONS :

Advanced Excel skills. Experience in information retrieval and data presentation and reporting. Budgetary experience. Experience working with diverse populations in an academic setting preferred. Technical fluency with Microsoft Office Suite, Oracle-PeopleSoft/CMS baseline system; Hyperion, or similar report generation software; and Google mail and calendaring.

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 has been designated as a sensitive position with control over campus business processes, either through functional roles or system security access.
• 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 (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.
• May require occasional evenings and/or weekend work.

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.  

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.

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 14-paid holidays a year. For more information, visit CSU System Benefits . Additionally, 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 University Personnel at (831) 582-3389 or email[email protected]. 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.