Department Administrative Assistant (Administrative Support Coordinator I)

Jul 11, 2017
Institution Type
Four-Year Institution

Note: This is a full-time (40 hours per week), probationary, non-exempt position

Organizational Description:

The Department of Information Systems and Decision Sciences offers a Computer Information Systems option for undergraduate Business Administration majors in the Craig School of Business. A Certificate in Computer Information Systems and a Certificate in Network Management is also offered for students who do not intend to complete the Business Administration/Computer Information Systems option.


Under the general supervision of the Chair of the Department of Information Systems and Decision Science, the incumbent supports the mission of the school and university by assuring that all administrative requirements are completed in a timely manner, and a high spirit of cooperation exists in dealing with all other staff, students, faculty, community members and administrators who are served. This position serves as the departmental contact and provides administrative information for the chair, faculty, staff, students, and community. The primary purpose of this position is to provide operational administrative support for the department. Accordingly, a high degree of autonomy is afforded the position requiring considerable judgment and discretion.

In addition, the incumbent must take initiative to independently plan, organize, coordinate, prioritize, and perform work in diverse areas of responsibility.

Position Summary:

  • Oversee the day-to-day administrative operations of the department and serve as the primary source of information for the department chair and faculty
  • Interpret and comprehend policies and procedures regarding financial accounting and university regulations
  • Develop and maintain excel spreadsheets for reconciling the department budget and tracking professional development support
  • Process purchase payment forms and prepare appointment notices for contracted faculty
  • Assist the department chair with scheduling course offerings and curriculum updates
  • Coordinate department meetings, evaluations, recruitments and special program events
  • Update and maintain the department website
  • Draft and prepare correspondence and other administrative materials as needed
  • Perform duties as assigned with accuracy and completeness

Knowledge, Skills & Abilities:

  • Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
  • Thorough knowledge of English grammar, punctuation, and spelling
  • Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages (Microsoft Windows, Office Suite, email, calendar, etc.)
  • Working knowledge of budget policies and procedures

Ability to:

  • Independently handle multiple work unit priorities and projects
  • Apply independently 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
  • Handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature

Education and Experience:

  • A high school diploma, technical/vocational program, or equivalent
  • Three years of recent, related experience in an office environment
  • A history of regular attendance, punctuality and positive performance evaluations

Preferred Skills:

  • Working knowledge of University and Foundation financial systems and policies; JD Edwards, PeopleSoft modules, CFS Datawarehouse, and 25Live scheduling system
  • Experience with Omni Update or other web content maintenance systems
  • Bachelor's degree and/or equivalent training and administrative work experience leading to the development or improvement of administrative policies, procedures, practices, or programs

Filing Deadline:

July 31, 2017

Application Procedures:

Complete the required fields on the online application, a resume, and three professional references, including telephone numbers, are required. A cover letter that addresses your qualifications for the position is also required. Full consideration will not be given to applicants who fail to complete all application requirements.

Pursuant to Executive Order 1088, reasonable accommodation is to be provided upon request from an employee or applicant with disabilities, unless doing so would impose an undue hardship on the campus. What constitutes a reasonable accommodation is to be determined by the campus on a case-by-case basis after it has received the individual's request for accommodation and engaged in an interactive process. Employees or applicants requiring reasonable accommodation should contact Human Resources directly at (559) 278-2032.

How To Apply:

To apply for this or any open position at Fresno State visit our online employment site at:

Other Requirements:

Pursuant to the requirements of the Immigration Reform and Control Act of 1986, any offer of employment is contingent upon verification of individual's eligibility to be employed in the United States.

California State University, Fresno, in conjunction with the CSU policy, requires that the successful candidate complete a full background check (including a criminal records check) prior to assuming this position. Failure to satisfactorily complete or pass the background check may impact the job offer or continued employment of current CSU employees who apply for posted positions identified as sensitive.

California State University, Fresno annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus, in certain off-campus buildings or property owned or controlled by Fresno State, and on public property within, or immediately adjacent to or accessible from the campus. The report also includes institutional policies concerning campus security, alcohol/drug use, crime prevention, reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report by contacting the Campus Police Department or by accessing the following web site:

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. You can obtain a copy of this Executive order by accessing the following web site:

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Other Applicant Information:

Applicants will receive confirmation of receipt of their application materials via automatic email reply. In addition, qualified applicants will receive email notification at the conclusion of the recruitment process.

It is the policy of the California State University to fill vacant positions represented by the California State University Employees' Union (CSUEU) with qualified applicants currently employed on the campus. Other applicants may be selected when it is necessary to meet the best interests of the campus by obtaining specialized skills and abilities not available from campus applicants.

Equal Employment Opportunity:

California State University, Fresno is committed to maintaining and implementing employment policies and procedures in compliance with applicable state and federal equal employment opportunity laws and regulations. Executive Order 883 prohibits discrimination and Executive Order 927 prohibits harassment, on the basis of a protected status: race, color, religion, national origin, ancestry, age, sex (including gender identity, per HR 2004-12), sexual orientation, marital status, pregnancy, mental disability, physical disability, medical condition and covered veteran status. Retaliation against individuals for complaining about these proscribed conduct, opposing such conduct, or participating in an investigation or proceeding involving such conduct is prohibited by both executive orders.

Further, California State University, Fresno's statement of commitment to equal employment opportunity principles is also found in the various collective bargaining agreements.

General Information:

California State University, Fresno is one of 23 campuses in the California State University System. The University's mission is to offer high-quality educational opportunities to qualified students at the bachelor's and master's levels, and in certain applied disciplines, at the doctoral level. The current student enrollment is approximately 24,000, including a large percentage of students with diverse and culturally rich backgrounds. The University serves the San Joaquin Valley while maintaining deep involvement with the state, nation, and world. California State University, Fresno promotes student learning and community engagement through faculty scholarship and service learning opportunities in collaboration with community organizations, educational institutions, industry, business and government. The University was one of the first U.S. Colleges and Universities to be selected by The Carnegie Foundation for the Advancement of Teaching for its Community Engagement Classification.

Metropolitan Fresno, with a multi-ethnic population of over 600,000, is located in the heart of the San Joaquin Valley on the western edge of the Sierra Nevada Mountain Range. The campus is within driving distance of San Francisco, Los Angeles, Yosemite, Kings Canyon and Sequoia National Parks, the Monterey Peninsula, beaches, sailing, lakes, and numerous ski resorts. Fresno boasts one of the most reasonable housing markets in California and offers a wide array of locally grown fruits and produce.


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