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Administrative Support Coordinator - School of Business

Apply now Job no: 520763
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:   High-$3,000s 
CSU Salary Schedule
Hours:  Full-time 40 hours per week 
FLSA:  Non-exempt

Priority Screening Date:  November 15, 2022
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 with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).

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 Chair of the School of Business and lead direction from the College of Business Senior Administrative Analyst, the Administrative Support Coordinator is responsible for performing a full range of clerical, secretarial, and general office support functions that are varied and complex and is responsible for coordinating the clerical and administrative support functions in support of the Bachelor of Science Business Administration (BSBA) and, the Bachelor of Science Sustainable Hospitality Management (BSSHM).

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

  • Maintenance of Office Infrastructure and Daily Operations:  Serves as liaison with other administrative offices both on and off campus. Assists and /or directs students to appropriate resources for advising, registration, graduation or other issues. Organizes and maintains electronic and physical records and files for the programs and students within the programs. Maintains supplies, office files, and records. Prepares correspondence and handles complex telephone, mail and email requests.  Schedules and coordinates large meetings, activities, and events.  Attends meetings, prepares minutes or summary notes, and tracks action items as needed. Establish, track, and serve on various department committees. Serve on university committees as needed.
  • Accreditation and Assessment Project Design:  Assists with designing and developing accreditation database structures. Works with Directors of Assessment and Curriculum to create frameworks for analyzing assessment data and benchmarking peer colleges of business. Assists with creating surveys and compiles results to support assessment and curricular initiatives as needed. Assists with the collection and organization of student profile data, student proficiency levels in writing and math diagnostics, grade distributions by course, and other data to support the student success standard of engagement (AACSB standard 13).
  • Scheduling:  Assists in preparing course schedules for undergraduate programs; maintenance of databases related to courses, schedules, and enrollments. Responsible for providing coordination and support for academic advising during orientation and registration; creates and prepares materials related to academic instruction and program outreach. Supports academic programs for consent calendar preparation and input for all graduate and undergraduate programs.
  • Budgets:  Assists with tracking and maintaining complex spreadsheets and paperwork related to office budget expenditures in a timely manner according to the procedures of the University.  Provides budget status reports and projections as requested in coordination with the School of Business Analyst.  Maintains all documentation for department purchases and other expenditures.  Reviews and confirms accuracy of financial paperwork including reimbursements, travel documents, and other financial paperwork within the department for both faculty and staff.
  • Student Assistants:  In coordination with the School of Business Analyst, assists with recruiting, hiring, training, and providing work direction to student assistants in the BUS department; reviews student assistant hours for all student assistants within School of Business.  In consultation with the Department Chair, establishes clerical procedures, controls the workflow, and sets priorities for the work of student assistants.
  • Coordinating:  Under general supervision of the Chair, program directors, and the Dean, coordinates clerical and administrative support functions and/or performance of administrative work in a large/complex academic program. Assists with planning and executing large scale, complex projects with broad, visible impact that involve coordination with other department programs and the Dean’s office. Interacts with program directors, Chair, Dean and outside community members, often in sensitive interpersonal situations. Plans and coordinates department events including orientation, capstone, and other highly visible department festivals as appropriate.

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:

Experience tracking and monitoring budgets, revenue, and expenditures using Microsoft Excel or a similar program. Excellent English writing skills and customer service skills. Experience with event planning.  Working knowledge of desktop publishing software. Proficiency in the entire Microsoft Office Professional Suite (Excel, Word, PowerPoint specifically) and their equivalent in Google Suite (Sheets, Docs, Calendar, etc.).  Strong problem solving, interpersonal, and customer service skills with a proactive and positive attitude about assisting others. Ability to work in a fast-paced environment with concurrent deadlines. Must be flexible and able to adapt to a rapidly changing work environment.

PREFERRED QUALIFICATIONS:

Experience working in a college or university preferred. Knowledge of California State University procedures related to travel, purchasing, budget tracking management and personnel. Familiarity with multimedia (equipment and applications).  Technically fluent in the use of Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); Oracle-PeopleSoft or equivalent student, HR and Financial information systems; reporting tools; 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; 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.
  • 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.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.  Requires 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.

BENEFITS/PERKS: 

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.

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.

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