Classification: Administrative Support Coordinator I
Anticipated Hiring Salary: mid to high $3,000's per month
CSU Salary Schedule
Hours: Full-time / 40 hours per week
Priority Screening Date: July 24, 2022
Recruitment Status: Open Until Filled
Powered by an inspiring Founding Vision Statement, California 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.
Under the general supervision of the Director Recreation, the Recreation Office Coordinator performs a full range of clerical, business operations, and administrative support functions for the Recreation department. The incumbent coordinates varied administrative tasks in support of the Recreation department programs including: The Experiential Learning Center, Intramural Sports, Otter Cycle Center, Outdoor Recreation, and Sport Clubs.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Under the general supervision of the Director Recreation, the Recreation Office Coordinator performs a full range of clerical, business operations, and administrative support functions for the Recreation department. The incumbent coordinates varied administrative tasks in support of the Recreation department programs including: The Experiential Learning Center, Intramural Sports, Otter Cycle Center, Outdoor Recreation, and Sport Clubs.
- Plans, prioritizes, organizes, performs, and coordinates a variety of tasks and administrative support projects. Screens visitors, telephone calls, standard mail, and e-mail, taking required action and referring requests as appropriate. Answers basic inquiries regarding department services, facilities, and events. Provides general administrative support to the departmental professional staff. Maintains schedules of functional area projects, tasks, events, travel, and training; monitors select projects through completion. Takes meeting notes. Interprets and applies University and department policies and procedures. Resolves both commonplace and unusual work situations and keeps Associate Director informed of issues needing management’s attention. Develops collaborative partnerships with department staff and student leaders. Develops and maintains positive working relationships with students, employees, vendors, agents and the general public.
- Implements policies and procedures for cash handling and departmental accounting. Provides training, guidance and day-to-day oversight of the fiscal and budgetary practices of the department and student organizations. Prepares financial reports on a regular basis. Attends training and stays current with financial procedures, regulations and timelines.
- Tracks expenditures against budgets for Recreation using spreadsheets, the campus financial system and reports. Assists the Associate Director and works closely with professionals in managing the Recreation’s budgets.
- Recruits, hires, trains, supervises, retains, evaluates, and oversees the daily work of student employees including student supervisors, student assistants, and volunteers.
- Creates and maintains standard and electronic records utilizing efficient record-keeping systems. Collects, enters and maintains data and information using enterprise information systems, spreadsheets and databases. Develops and maintains simple internal databases. Assists in compiling data into department reports and presentations.
- Maintains systems for tracking deposits, revenues, and expenditures for student organization trust funds. Monitors student organization budgets and reconciles expenditures utilizing the campus financial system.
- Assists in the development and editing of content for publications, manuals and websites.
- Supports the implementation and use of community development software by student organizations and student users. Provides basic troubleshooting and training to staff and student organization leaders. Assists in the collection of information, forms, and materials associated with the student organization registration process and other departmental services.
- Maintains systems for reserving space and scheduling department-sponsored events. Supports professional staff in planning and presenting events for the campus community. Serves on Commencement Committee to coordinate staff assignments at check-in, student check-in process and student procession into commencement venue.
- Processes student assistant employment documents. Assists in processing student assistant and professional staff payroll and stipends. Maintains student assistant personnel and payroll records and a system for payroll and time reporting.
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. 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. Ability to independently handle multiple work unit priorities and projects. Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist. Working knowledge of budget policies and procedures. Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. Ability to draft and compose correspondence and standard reports. Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Entry to this classification requires 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.
Graduation from a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Strong organizational and office coordination skills. Ability to monitor complex budgets involving multiple sources of revenue. Strong attention to detail. Technical ability to use a broad range of technology, database systems, enterprise management systems, and productivity tools. Advanced Excel skills. Knowledge of data management methods and procedures. Professional communication skills and excellent customer service skills.
Bilingual skills in Spanish. 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:
- 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 responsibility for the care, safety and security of people (including children and minors), animals and CSU property; 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; 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, either through functional roles or system 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 (CSA) and will be required to participate in annual training and to immediately forward to the Clery Director all reports of crimes brought to their attention pursuant to the Clery Act and California State Education Code, Chapter 15.5, of the Donahue Higher Education Act, Section 67380.
- May require occasional evenings and/or weekend work.
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.
The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.
Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.
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, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.
For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. 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 or firstname.lastname@example.org. All employees must be eligible for employment in the U.S.
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 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.