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Administrative Support Coordinator - Office of the Dean for Business

Apply now Job no: 507039
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Classification:  Administrative Support Coordinator I
Anticipated Hiring Salary:   Mid-$3,000s 
CSU Salary Schedule
Hours:  Full-time 40 hours per week 
FLSA:  Non-exempt

Priority Screening Date:   November 28, 2021
Recruitment Status:   Open Until Filled

ABOUT CSUMB

Powered by an inspiring Founding Vision StatementCalifornia State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students.  The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.

PURPOSE:

Under the general supervision of the Dean, College of Business, and lead direction from the Senior Administrative Analyst/Specialist, the Administrative Support Coordinator is responsible for providing office support to maintain the administrative objectives of the Dean.

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

  • Office Support:  Establishes and maintains strategic office management for the Dean and College by prioritizing and responding to daily routine communications.  Provides primary responsibility for maintaining and updating the Dean’s calendar, scheduling appointments and meetings as appropriate.  Assembles and distributes information/documents and agendas pertinent to meetings. Provides work direction to student assistants and/or staff. Coordinates arrangements for travel; prepares and processes travel authorization, reimbursement and claim forms/documentation.  Sorts and processes mail, identifies priority items for the Dean’s or Analyst's review, and forwards other materials to the appropriate areas.  Ensures that confidential information and required documentation are received, completed, and maintained appropriately.
  • Academic Records and Standards Maintenance:  Establishes and maintains a complex system of materials, documents, files and records for both physical and electronic materials, including student pay vouchers, reports, logs, and correspondence. Maintains, organizes, assembles, and /or summarizes information from office files or other sources for the Dean's use during appointments or meetings; assists with the production of reports, statistical data, brochures, flyers, and other publications.
  • Program Support and Event Coordination:  As needed, provides and supports the college and department personnel with planning and implementation of special events and programs, assisting with the creation and further development of College promotional projects to include special events publicity, College website, and other internet-based showcases. Compiles data on faculty, students and the COB certificate and degree programs and curricula at the undergraduate and graduate program level for these programs.
  • Policy Compliance:  Assists with a broad range of operational and procedural office and administrative problems, which may at times require research and evaluation of information for problem solving.  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.
  • Administrative Support and Data Collection:  Ensures Dean and Office of the Dean provide accurate and timely reports and documentation to the University. Assumes accountability for precision of communication regarding the College. Assists in tracking budget expenditures and maintaining balances and provides information/reports as required. Provides assistance for Association to Advance Collegiate Schools of Business (AACSB) accreditation documentation and support functions as directed. This may involve special projects such as data collection & compilation, and research relating to AACSB Accreditation & COB data needs.
  • 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 point person for the office.

Other Functions:

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

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge:  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. Working knowledge of budget policies and procedures.

Skills:  Experience to be fully functional in all technical aspects of work assignments.

Ability to:  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.

MINIMUM QUALIFICATIONS:

Must possess a 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. 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. Some positions may require a 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:

Excellent customer service and communication skills. 

Proficient in the use of Microsoft Office Suite; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.);

Previous experience coordinating, prioritizing, and maintaining schedule and calendar of meetings, appointments and special events for administrator/executive; arrange meetings and coordinate travel arrangements. 

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

Experience in planning and executing events, including preparing agendas, taking minutes, ordering catering, and following up on action items.

Demonstrated ability to work in a complex department with the ability to prioritize work to consistently meet deadlines while faced with many interruptions and competing/conflicting priorities.

Proficient in the use of Microsoft Office Suite; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); Oracle-PeopleSoft or equivalent student and financial information systems; intranet drives; and internet browsers.

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;
    • responsibility or access/possession of building master or sub-master keys for building access; and
    • 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.
  • 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.
  • May require occasional evenings and/or weekend work.

PHYSICAL 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. 

There are components of this job which are deemed essential on campus.  This position will primarily work on the main campus, with occasional work from home. This position requires working on campus with students.  The health and safety of our students, faculty, and staff remain our highest priority. In the fall, students, faculty, staff, and the community can expect that masks will be required and that the appropriate degree of social distancing will be in place in all areas based on evolving guidance.  Additionally, all students, faculty, and staff are encouraged to be vaccinated before coming to campus.  All community members who work or attend class on campus should expect to participate in a random or periodic testing system.  CSUMB will communicate more information about vaccination requirements and testing protocols when the details become available.

BENEFITS: 

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information.

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to universitypersonnel@csumb.edu.

CSUMB is a smoke and tobacco-free campus.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

Advertised: Pacific Standard Time
Applications close:

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