Administrative Support Coordinator
Administrative Support Coordinator
(Administrative Support Coordinator II)
Office of the President
Apply Today! Open until filled. Application Screening Begins: Monday, May 8, 2017
Under the general supervision of the President, and the daily direction of the Presidential Aide, the Administrative Support Coordinator is responsible for providing office support to maintain the administrative objectives of the Office of the President. The Administrative Support Coordinator schedules all office travel, establishes and maintains various tracking systems for departmental functional reporting requirements, assists with the preparation of written materials, performs basic financial reconciliations, coordinates the departmental budget tracking process, supports various interdepartmental work teams, provides back-up support to the Presidential Aide and provides general clerical support.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Schedules and monitors all travel arrangements; prepares and processes travel authorization, reimbursement and claim forms/documentation. Provides a variety of technical/clerical duties in support of the President and the Presidential Aide requiring discretion and good judgment when performing assigned tasks. Coordinates the staffing for a variety of committees for the campus; including assisting with maintaining the president’s calendar and setting up meetings. Ensures that confidential information and required documentation are received, completed, and maintained appropriately.
- Troubleshoots office administration problems, particularly in relation to extensive, complex travel arrangements. Greets and screens visitors, telephone calls, and mail; answers inquiries from campus users and the general public pertaining to University policies, procedures and directs inquiries to the appropriate area. Uses working knowledge of University and department policies and procedures to resolve and/or refer both commonplace and unusual work situations. Sorts and processes mail identifying priority items for review or action, and follows up to ensure deadlines are met.
- Provides support to the Associate Vice President for University Affairs. Assists with online research, workflow coordination and calendar maintenance. Coordinates projects with other departments using initiation, planning, execution, implementation and evaluation.
- Establishes and maintains a complex system of materials, documents, files, and records. Maintains, organizes, assembles, and/or summarizes information for use during appointments or meetings; prepares correspondence, reports, statistical data and other publications. Assists with the coordination of Presidential meetings on and off campus.
- Maintains, tracks, reconciles, and reports office operating expenditures in a timely manner according to the procedures of the University. Provides budget status reports and projections as requested.
- Supports the department with planning and implementation of special events. Assists with the planning and execution of large scale, complex projects with broad, visible impact that involve coordination with other departments. Identifies project needs; outlines, initiates and coordinates detailed plans; and delegates work. Coordinates projects through initiation, execution, coordination, implementation, and evaluation.
- Identifies supplies, materials, equipment, and services needed for the office. 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.
- Serves as building emergency coordinator and building manager back up. Responsible for building access, work order documentation and associated 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. 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: 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 experience.
SPECIALIZED SKILLS REQUIRED:
Thorough knowledge and ability to be fully functional in all aspects of work assignments in an executive level environment. Ability to work in a fast-paced environment with concurrent deadlines. Working knowledge of budget and accounting policies and procedures. Project management and event coordination skills. A strong customer service attitude and commitment is essential. Demonstrated ability to address the essential functions associated with this position, including the knowledge and abilities identified above.
College degree desirable. Technical fluency with Microsoft Office Professional Suite, Oracle-PeopleSoft/CMS baseline system; and Google mail and calendaring programs. Familiarity with development and maintenance of a website and web content; multimedia (equipment and software); and public-sector procurement practices and procedures. Highly desirable: Demonstrated understanding of and commitment to CSUMB’s Vision.
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
- A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
- 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
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.
Anticipated hiring salary in the high $3,000 to low $4,000's/month. For salary range info see: CSU Salary Schedule. CSUMB offers an attractive employee benefits package, CSU Benefits R07. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.
TENTATIVE RECRUITMENT TIMELINE:
Interviews on May 16 & 17
For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.
All employees must be eligible for employment in the U.S.