Administrative Support Coordinator, Sustainable Hospitality Management Program

Administrative Support Coordinator, Sustainable Hospitality Management

(Administrative Support Coordinator I)

MB2018-CB2395

 

Apply Today!  Open until filled.  Application Screening Begins: Monday, March 5, 2018

PURPOSE:

Under the general supervision of the College of Business Dean and lead direction from the Director of the Sustainable Hospitality Management Program (SHM), the Administrative Support Coordinator is responsible for providing office support to maintain the administrative objectives for Sustainable Hospitality Management.

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

  1. Office Support: Maintains strategic office management for the SHM program by prioritizing and responding to daily routine communications. Maintains calendar, schedules appointments, reschedules appointments or meetings, as appropriate. Assembles and distributes information/documents and agendas pertinent to meetings; handles collection and coordination of information related to SHM activities.  Coordinates arrangements for travel; prepares and processes travel authorization, reimbursement and claim forms/documentation. Sorts and processes mail, identifies priority items for the SHM Director’s review, and forwards other materials to the appropriate area. Ensures that confidential information and required documentation are received, completed, and maintained appropriately. Identifies supplies, materials, equipment, and services needed for the office and/or requested by the Director of SHM. Receives and organizes supplies for storage and/or distribution.
  2. Administrative Support: Ensures Director of SHM provide accurate and timely reports and documentation to the Dean of the College of Business and the University. Coordinates clerical and administrative support functions across the SHM programs in conjunction with the COB Analyst. Works with other administrative support staff to manage a broad range of operational and procedural office and administrative problems, which may at times require research for problem solving. Assists in tracking budget expenditures and maintaining balances and information. Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, MOUs, expensing, student petitions, matriculation policies and procedures.
  3. Program Support and Event Coordination: Supports the SHM Program and College of Business with planning and implementation of special events such as Showcase, Symposium, etc.—initiates the creation and further development of promotional projects to include special events publicity for the SHM programs, and tracks event budgets.
  4. Policy Implementation: Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, MOUs, expensing, faculty contracts, student petitions, matriculation policies and procedures. Ensures College compliance with all University policies, procedures, and regulations; supports student compliance with university registration policies. Maintains a system of easy access to all reports, policies, procedures, and regulations. Assumes accountability for precision of communication regarding the SHM programs. 
  5. Academic Records and Standards Maintenance: Maintains a system of materials, documents, files and records for both physical and electronic materials, including reports, logs, and correspondence. Maintains, organizes, assembles, and /or summarizes information from office files or other sources for the SHM Director’s use during appointments or meetings; assists with the production of reports, statistical data, brochures, flyers, and other publications.
  6. Customer Service: Independently and professionally greets and screens visitors, telephone calls, and mail, taking the required action or referring requests as appropriate; responds to questions from the general public, students, staff, and faculty about requirements, program status, individual services, and other information using tact and diplomacy.  Serves as the office point person for the Department Office.

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 REQUIRED:

Skill in: Microsoft Word and advanced Excel (including linking worksheets, pivot tables, and creating formulas), preparing PowerPoint presentations to include statistical information, providing exceptional customer service, project management skills, and planning and executing meetings & events.

PREFERRED QUALIFICATIONS:

Technical fluency with MailChimp, social media platforms, website editing, Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent student/finance information system; five years of experience working with Microsoft Office Professional Suite (Word, Excel, and PowerPoint), and Google mail and calendaring programs.  Three years of experience performing effectively in environments with frequent workload changes and competing demands.

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: access to or control over, cash, checks, credit cards, and/or credit card account information; 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.

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 the Clery Compliance Officer all reports of Clery Act crimes brought to their attention.

This position 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:                    

Week of March 12   Campus Interviews

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.

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