Classification: Administrative Support Coordinator I
Hours: Full-time / 40 hours per week
FLSA: Non-exempt
Anticipated Hiring Salary Range: $3,864 to $3,981* mo.
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.
Priority Screening Date: January 26, 2025
Recruitment Status: Open Until Filled
ABOUT CSUMB
California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year.
With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030.
The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.
As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.
PURPOSE:
Under the direct supervision of the Director of 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: Adventure Education, Experiential Learning Center, Fitness Center, Intramural Sports, Otter Cycle Center, and Sport Clubs.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- General Office Duties: Provide high quality internal and external customer service. Department first point of contact. Screens visitors, telephone calls, reviews and disperses standard mail, and responds to various departmental e-mail. Answers inquiries regarding department services including issues/questions about facilities, and various programming events. Interprets and applies University and department policies and procedures. Resolves both commonplace and unusual work situations and keeps the Director informed of issues that require management's attention. Provides general administrative and operational support to the departmental professional staff. Supports department purchasing and procurement. Takes notes for various departmental meetings. Develops collaborative partnerships with department staff and student leaders. Develops and maintains positive working relationships with students, the campus community and stakeholders, vendors, agents and the general public.
- Administrative Support: Coordinates, plans, organizes and performs a variety of administrative and operational support projects. Coordination of the clerical and administrative support functions for the department, performance of the full range of secretarial and administrative support functions for the department. Provides administrative and logistical support for department projects, tasks, events, travel, and training; tracks department timelines. Keeps recreation master calendar up to date with all recreation events. Serves as the Procurement and Accounting liaison for the department operations and procedures; maintains contracts, procurement, and travel procedures. Interprets campus policies and adheres to campus procedures for cash handling and departmental accounting. Provides administrative and clerical support for fiscal and budgetary practices and travel procedures of the department and student organizations. Prepares and tracks department clerical and administrative procedures. Tracks department budgets and provides financial reporting. Maintains department administrative procedures consistent with the university. Supports the Director with tracking and reconciling budgets. Prepares and tracks purchase orders, payment requests, expense reports, travel expense claims, personal reimbursements and other departmental forms and documents. Maintains administrative systems for tracking deposits, revenues, and expenditures for student organization trust funds. Monitors student organization budgets and reconciles expenditures.
- Record Keeping and Software Utilization: Maintains standard and electronic records and files utilizing university and department systems consistent with university and department process, protocol, and policy. Maintains department files, data, and information using university systems. Maintains department databases. Assists in utilizing department data for reports and presentations. Supports the department use of MyRaft, including workflow and approval flow. Supports the department in maintaining calendars and scheduling space usage. Provides administrative and clerical support to student organization scheduling, travel, and space use processes.
- Student Employment: Serves as the Human Resource and Payroll liaison for the department in support of student employment. Maintains standard and electronic student employee and payroll records. Provides administrative and clerical support to department related to student employee human resource documentation, department communication, and payroll. Provides administrative support in department recruitment, hiring, and training student employees. Supervises and evaluates the daily work of student employees supporting department administrative/clerical tasks. Provides general administrative support and training to student employees.
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:
Organizational and office coordination skills. Ability to monitor budgets. Attention to detail. Technical ability to use a broad range of technology, database systems, enterprise management systems, and productivity tools. Excel skills. Knowledge of data management methods and procedures. Professional communication skills and excellent customer service skills.
PREFERRED QUALIFICATIONS:
Bilingual skills preferred. Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent student/finance information system; Microsoft Office Professional Suite, and Google Suite and calendaring programs.
Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent <student/finance> information system; Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); 25Live; 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 will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
- 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 has been designated as a sensitive position with 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 has been designated as a sensitive position:
- responsibility for the care, safety and security of people (including children and minors), animals and CSU property
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- 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
- with 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
- control over campus business processes, either through functional roles or system security access
- This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107.
- May require occasional evenings and/or weekend work.
PHYSICAL ENVIRONMENT:
Office environment with standard equipment and tasks. The 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.
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 15 paid holidays a year. For more information, visit Employee Benefits Summary. 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 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 Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu. 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 is a smoke and tobacco-free campus.
EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity 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.
