Administrative Support Coordinator

Location
Seaside, California
Posted
Sep 08, 2017
Ref
MB2017-CB2352
Institution Type
Four-Year Institution

Administrative Support Coordinator

(Administrative Support Coordinator II - Non-Exempt)

Office of the Registrar

MB2017-CB2352

Apply Today!  Open until filled.  The Priority Screening Date is: September 24, 2017

PURPOSE:

Under the general direction of University Registrar, the Administrative Support Coordinator is responsible for complex clerical and administrative support functions for the Registrar and the varied units within the Office of the Registrar.   This includes interaction with a wide range of clients, including students, parents, the general public, faculty, staff and administration from CSUMB and multiple other associated colleges and universities insuring Family Educational Rights and Privacy Act (FERPA) regulations are followed.

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

  1. Provides direct comprehensive administrative and clerical support for the Registrar as well as administrative support for the many varied units within the Registrar’s Office.  This includes but is not limited to: managing multiple business calendars; coordinating, scheduling and confirming appointments and meetings as requested; composes draft replies and memos of a wide variety of communications for review by the Registrar. Interacts with a wide range of the public, including students, parents, faculty and administration from CSUMB and other associated institutions, dealing with complex and difficult situations reviews and screens inquires, email, phone and visitors, to determine how best they should be handled, either personally or with messaging; determines if inquirer should be directed to other staff members or other departments.  Develop and maintain files for the Registrar.
  2. Provides budget support and planning for the Registrar; project revenue income for multiple fee accounts,track the unit’s budget expenditures and maintains balances and information.  Coordinates approvals/expenditures with the Student Affairs (SA) Budget Analyst. Manages end of year closing processes including paper work related to expense budget transfers. Manages fee and trust fund accounts with differing requirements and restrictions, including transcript fee reconciliation.
  3. Provides work direction for student assistants. Provides front counter coverage as needed. Addresses a wide range of problems which requires interpreting complex policies and procedures, researching details of a student’s record. Coordinates and monitors the university mandated training requirements for - staff and student assistants.
  4. Coordinates and oversees complex travel arrangements for the Registrar and departmental staff assuring that travel request are accurately reported and submitted.  Makes all travel arrangements including air travel, rental cars, hotel accommodations, make adjustments to changing travel plans insuring compliance with state and university policies, prepares the travel claims and reimbursements upon return.  Serves as department resource in regard to travel needs by staff.  Assists staff in the submission of travel itineraries.
  5. Prepares and coordinates the payroll and attendance certification/report and submits them in the timely manner as per Payroll due dates.  Coordinates the submission of the Absence and Additional Time Worked Report forms to the Registrar and submits them to the Payroll Technician as per Payroll due dates.  Picks up paychecks and distributes to employees on a monthly basis for staff and student assistants.  Prepares the Student Employment Action Form (SEAF), as needed. 
  6. Prepares and processes purchase requisitions, direct payments, personal reimbursements invoice forms and other accounting-related forms.  Reviews and confirms accuracy of invoices for approval of payment. Manages all purchasing activity for the office, holding a procurement card with high limits insuring all purchasing policies are followed. Processes paperwork related associated with procurement card, signature authorization and purchases made by all other staff members. 
  7. Provides support and liaison for processing during the Registrar’s activities, including preparations of appropriate paper-work as related to vacancies; i.e., Job descriptions, Request for Recruitment, Manpower Temporary Requisitions, Job Action Form, etc.  Provides support to the Registrar in the processing annual staff evaluations.
  8. Attends and takes minutes for various committee meetings chaired by the Registrar. preparation of draft agenda, supporting documents, and minutes. -  Uses ingenuity to compile and document information.

Other Functions:

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

KNOWLEDGE, SKILLS AND ABILITIES:

Experience to be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of the University infrastructure, policies and procedures. Thorough knowledge of English grammar and spelling. Expertise in using office software packages, technology, and systems.

Ability to:  Ability to interpret and apply policies and procedures independently, 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 work area; 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; write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations;  and use negotiation and persuasion skills verbally and in writing in a professional and tactful manner to achieve results and expedite projects. 

MINIMUM QUALIFICATIONS:

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:

Proficient with a broad range of technology, systems, and packages; to include word processing, spreadsheet, and electronic scheduling.  Ability to learn, interpret and apply a wide variety of Federal, State, and University regulations, policies and procedures. Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. 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.

PREFERRED QUALIFICATIONS:

College degree is desirable.  Thorough working knowledge of CSUMB, particularly matriculation and degree information.  Specialized training in administrative/clerical support and proficiency with mail merges, database management, presentation and graphic design/creative-based software. Experience working with diverse populations and in an academic setting.  Technical fluency with Microsoft Office Suite; Oracle-PeopleSoft, or CSU Common Management System, or equivalent student information system; Internet browsers; and Google email and calendaring programs.

Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent <student/finance> information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. 

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.

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, 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), and control over campus business processes, wither through functional roles or systems 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, will be required to participate in annual training, and to immediately forward to University Police all reports of Clery Act crimes brought to their attention.

Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.

May require occasional evenings and/or weekend work.

WORK 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.

SALARY:              

Anticipated hiring salary in the low to mid $3,000'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 expected to be scheduled week of October 9-13

APPLICATION PROCEDURE:

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.