Administrative Support Coordinator

Job no: 558778 Work type: Staff Location: Humboldt Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location) Department: Critical Race, Gender & Sexuality Studies and Native American Studies Salary: $4,003 – $5,832 per month (Step1–20), anticipated hiring range: $4,003 – $4,333 per month (Step1–5) Position Summary Under the direction of the Department Chairs, the incumbent is responsible for the administrative support and coordination of the Critical Race Gender Sexuality department and the Native American Studies department along with associated programs, facilities, or units. The role emphasizes office coordination and liaison duties, department and program support, personnel administration, and fiscal management. Work is completed independently with coordination among staff and student employees. Key Responsibilities Department/Program Office and Administrative Support–25% Responsible for the administrative and clerical operations of the departments and programs, including overall office practices and procedures. Coordinate work priorities, schedules, and deadlines, including coordinating office student assistants, ensuring timely completion of college, administrative, department, and instructional activities. Develop, coordinate, implement, explain, evaluate, and revise policies in conjunction with the Department Chairs to ensure compliance with higher‑education goals and objectives. Provide support to office student assistants, including guidance and training. Provide office coverage as needed. Organize and coordinate department/program and committee meetings as requested by the Department Chairs. Attend department meetings and transcribe minutes. Serve as key advisor and arrange for phone, keys, computer, and nameplates for new, moving, and separating faculty, staff, and students. Serve as a central source of information and referral for faculty, students, staff, and community members regarding department/program, college, and university programs, procedures, and policies; interpret, explain, and apply information as required. Coordinate special events (workshops, visiting lecturers, retreats) and distribute information as directed by Department Chairs. Maintain files in accordance with university, college, and department file maintenance and disposal policies to meet all reporting requirements. Prepare presentations, documents, and other materials to meet academic and administrative goals. Maintain department and program websites, working with the Department Chairs, College, MarCom, and ITS as appropriate. Support programs in program review processes, assessments, and ongoing student recruitment efforts as requested by Department Chairs and Program Leads. Coordinate facility maintenance and repairs, submit work requests as needed and prepare locking plans for department/program facilities. Coordinate and administer scholarship awards and funds. Perform other administrative and clerical duties as needed and assigned. Budgets and Fiscal Records–25% Maintain fiscal records, expend funds, and oversee department and/or program budgets in consultation with Department Chairs and the College Budget Analyst. Track revenues and spending from state and other department funds, prepare periodic analyses of expenditures, and provide reports to ensure the department stays within its annual and revised budget. Manage and maintain records related to trust accounts, scholarship or prize accounts. Prepare and process fiscal documents related to department operations. Oversee collection and processing of payroll documents and track payroll expenses for student assistants, temporary help, and pool positions, including verifying and tracking state and federal work study for student assistants. Oversee and conduct expenditures for office supplies, office equipment maintenance, and other department expenses. Adhere to spending regulations of various funding sources and comply with department policies, procedures, and deadlines relating to budget, procurement, and accounting. Provide guidance to department chairs and/or program leaders regarding appropriate expenditure of funds. Perform other similar budget or fiscal activities as needed or assigned. Coordinate the hiring and work reporting processes for faculty, students, and staff, including processing of appointment, separation, leave, workload, time‑keeping, and vacancy announcements. Coordinate with AP Services (APS) to ensure appropriate documentation for faculty reappointment, tenure and promotion, range elevation, and temporary faculty evaluation processes. Coordinate course evaluation process for the department as needed and in conjunction with the college office. Coordinate with Human Resources (HR) and APS to initiate recruitment for all department faculty, staff, and student employees. Provide administrative support for search committees and related processes. Maintain current knowledge of student employment policies and procedures and communicate changes directly to student employees. Coordinate new faculty and staff onboarding, facilitating completion of required tasks. Perform other similar administrative personnel support as needed or assigned. Class Scheduling, Curriculum, and Enrollment Support–25% Coordinate information with department chairs to develop the class schedule each semester, identifying potential conflicts and proposing solutions in line with university scheduling policy. Build the class schedule and lecturer contracts in PeopleSoft; proof, correct, and review as necessary. Coordinate room, computer lab, and large lecture requests, and schedule via current process. Coordinate field trip processes for faculty by entering data into PeopleSoft, requesting and confirming vehicles, and verifying student liability waivers. Confirm accuracy of online schedule and make required changes due to errors, additions, or cancellations. Prepare the text of course descriptions for new courses and those listed in the concurrent enrollment bulletin. Monitor faculty workload reports and prepare assigned‑time reports. Maintain knowledge of location of curriculum and curricular change documents and records. Serve as department/program point of contact for registration, course permission numbers, and add/drop processes for courses requiring department approval. Perform other similar class scheduling, curriculum, and enrollment duties as needed or assigned. Other Duties as Assigned–5% Additional responsibilities as directed by department leadership. Knowledge, Skills, and Abilities Comprehensive knowledge of university infrastructure, policies, and procedures. Proficient in English grammar, punctuation, and spelling. Expertise in office software, technology, and systems. Ability to interpret and apply policies independently and exercise judgment when precedents are lacking. Skill to troubleshoot office administration problems and respond to inquiries. Ability to understand problems broadly and anticipate impacts on other areas. Analytical skills for operational and procedural problem solving and recommending solutions. Business math and budget analysis skills for accurate projections. Effective written communication and report writing. Effective interpersonal and highly sensitive interaction handling across all levels. Negotiation and persuasion skills to achieve results and expedite projects. Minimum Qualifications Full proficiency in standard office procedures and practices; clear oral and written communication; basic business mathematics; ability to learn new office support technology systems quickly. Preferred Qualifications Bachelor’s degree (or equivalent) with three years of progressively responsible administrative and clerical support, preferably in an academic or educational setting with a diverse student population and customer‑service orientation. Application Procedure Letter of Interest Resume or Curriculum Vitae Contact information for at least three supervisor references Application Deadline 11:55 p.m. on July 15, 2026. Equal Opportunity Employer Cal Poly Humboldt is an equal opportunity employer. All qualified applicants will receive equal consideration without discrimination on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected status. The university complies with Title VI of the Civil Rights Act of 1964, Title IX, the Americans with Disabilities Act, and all applicable state and federal anti‑discrimination laws. Cal Poly Humboldt fosters an inclusive, respectful, and intellectually vibrant environment and encourages meaningful engagement with diverse perspectives. All applicants whose poison approval as post or degree or test for additional to remain your test? {} (Note: This is the required EEO statement for Cal Poly Humboldt.) #J-18808-Ljbffr