Administrative Coordinator (Administrative Support Coordinator I)

Aug 01, 2017
Institution Type
Four-Year Institution

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

Organizational Description:

Student Involvement cultivates community and fosters engagement to promote co-curricular learning through:

We demonstrate our ethic of care for each other, for students and for our colleagues by providing honest, dependable, and timely counsel, assistance, guidance and feedback; by sharing our resources and our time; and by being flexible and open to new ideas.

We demonstrate exemplary student-centered service by always communicating with warmth and respect, and by considering the needs of all our stakeholders in the planning, design and delivery of information, processes, services, facilities and resources. We demonstrate service by designing efficient, accessible, user-friendly and coherent processes, services and resources.

We demonstrate our commitment to growth and learning as our primary goal by intentionally and consistently framing our interactions, transactions, programs, facilities operations and resources as educational opportunities.

We demonstrate our leadership by actively engaging in the process of inspiring shared vision. We demonstrate our leadership by collaborating, participating in, supporting and challenging the processes that move ideas into action. We demonstrate our leadership by including, empowering, and encouraging each other, our colleagues and students in our work.

We demonstrate inclusion by consciously planning, designing, delivering programs, services, resources, policies, procedures and facilities that are open, accessible to and appreciative of differences in background, ability, interest, and identity. We communicate respect and inclusion in our communications.


Under the direction of the Assistant Director of Student Involvement, this position provides administrative support, assistance and coordination for the programs and services of Student Involvement, which includes the University Student Union (USU) and the Reservation Center. Performs a variety of administrative and technical duties to help the Student Involvement Center perform daily operations, including assisting and supporting students, faculty, staff and off-campus entities in the planning and development of their programs and events.

Position Summary:

  • Provide administrative support and coordination of office programs including information, planning and implementation of the variety of activities of Student Involvement, including New Student Convocation, Weeks of Welcome, Vintage Days, Greek Life, Commencement, Center for Leadership, Homecoming, Club Sports, Off-Campus Student Life, outdoor areas, student organizations and off-campus organizations
  • Manage Student Involvement stateside budgets, which includes state operating budget and state trust accounts: Student Activities Development Fund, Commencement, New Student Convocation, Vintage Days (accounts payable and receivable), and special project funds for CAIFE programs and initiatives from the President's Office. Manage and maintain departmental e-Market system
  • Support administrative functions of:
    • student club and organization recognition process and record management including, but not limited to, student grade and officer/advisor eligibility checks, recognition tracking and verification, communication with students/organizations, booth lottery process
    • student club and organization event management including, but not limited to review event requests, collaboration with campus event reviewers, communications with reviewers and organizations
  • Support administration functions of Greek Life including, but not limited to, grade roster update and maintenance and record management of fraternity and sororities
  • Assist with the planning and development of:
    • Vintage Days including, but not limited to, budget, correspondence, vendor contracts, purchase orders, meeting management and record-keeping, student leader support
    • Annual Commencement activities including, but not limited to, script preparation, correspondences/communications, purchase orders, budget
    • Weeks of Welcome activities, including New Student Convocation administrative logistics
  • Coordinate travel arrangements for the stateside office staff, programs and retreats, including Concur travel administration for appropriate staff members
  • Participate in staff training and read assigned information and materials to stay current on knowledge necessary to perform the job effectively and efficiently
  • Support the mission of Student Involvement and the University

Secondary Duties of the job include:

  • Process and monitor student payroll
  • Monitor employee absences and time reporting
  • Maintain inventory of office equipment/documents and ordering office supplies
  • Other related work duties as needed

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 (Microsoft Office Suite, email, calendar)
  • 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:

  • Completion of a high school program, technical/vocational program, or their equivalents
  • 3 years of related office work experience
  • A history of regular attendance and positive performance evaluations

Preferred Skills:

  • Related work experience in a higher education student activities/engagement center
  • Experience with PeopleSoft system or comparable system

Filing Deadline:

Applications received by September 11, 2017 will be reviewed for minimum qualifications and given full consideration by the hiring manager and/or search committee. Qualified applicants received after that date will be forwarded upon request to the hiring manager and/or search committee.

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.


Similar jobs

Similar jobs