Administrative Support Coordinator for Early Outreach and Support Programs & New Student Programs

Administrative Support Coordinator I

Under the direct supervision of the Senior Director for Early Outreach and Support Programs and guidance from the Director of New Student Programs, the Administrative Support Coordinator performs a variety of moderate to complex assignments in support of the Early Outreach & Support Programs and New Student Programs. Assignments vary from general office duties, planning for meetings and events, clerical and secretarial support including, but not limited to tracking and reconciling financial data, staff travel, and calendar support, arranging catering for meetings and events and data gathering, assist with the annual retreat planning and middle school tours.

Essential duties and responsibilities include, but are not limited to, the following:

1. Manage the Senior Director's calendar, schedule meetings and coordinate appointments and events (including but not limited to the annual department retreat and the Fall MS tours). Prepare staff meeting agendas, presentation materials, reports, correspondence and briefing documents. Coordinate travel arrangements and process travel authorizations and reimbursements. Maintain confidential files and records related to personnel, grants and strategic initiatives. Track action items and follow up on assignments and deadlines. Assist in the preparation of official documents related to personnel, budget and payroll. Handle incoming calls and visitors; address questions and take the required action. Maintains a thorough working knowledge of the EOSP programs, and provides accurate and responsible information regarding the department's policies and procedures for staff, students, and the community. Identify and order supplies, collect quotes for goods and services, materials, equipment, and services needed for the office; maintain inventory of office supplies and equipment; organize payments for the copier machine and water delivery. Coordinate cleaning schedule for the kitchen. Ensures the office is organized and managed effectively.
2. Coordinate travel arrangements for staff and program participants (over 25 staff and students) of Gear Up grants; prepares and processes various travel documents to include travel requests, registration payments, travel advances and expense claims. Prepares and processes purchase requisitions, reimbursements, and other transactions as necessary to meet the needs of the program. Ensures that confidential information and required documentation are received, completed, and maintained appropriately.
3. Assist the New Student programs department with catering orders, submit work requests and collaborate with other university departments to plan and organize events. Provide day of support for program events including and not limited to facilitating check-in, maintaining attendee list, serving as a point of contact for vendors etc. Identify and order supplies, collect quotes for goods and services as needed for the office. Coordinate and process all paperwork for staff travel, advances and reimbursements. Prepares and processes purchase requisitions, reimbursements, and other transactions as necessary to meet the needs of the program. Ensures that confidential information and required documentation are received, completed, and maintained appropriately. Assists in the preparation of official documents related to student employment paperwork. Makes purchases for departments using a university procard. Creates purchase orders and submits invoices for payment. Tracks department expenses using department shadow budgets. Reconciles expenditures against finance data warehouse.

Other functions: Perform other job-related duties and special projects as assigned.

Knowledge, skills and abilities:

Thorough knowledge of: applicable university infrastructure, policies, and procedures; English grammar, spelling, and punctuation; office systems and budget policies and procedures.

Skills: Experience to be fully functional in all technical aspects of work assignments. Working knowledge of budget policies and procedures.

Ability to: use a broad range of technology, systems and packages; independently handle multiple work unit priorities and projects; 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 broad 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:

Three (3) years of progressively responsible general clerical experience. Ability to provide excellent customer service, multitask, and handle a myriad of situations with professionalism, flexibility, courtesy, diplomacy and tact. Experience performing receptionist duties, greeting and assisting clients and visitors as well as supporting, monitoring, planning and coordinating clerical work activities, and providing training or assistance to others in work processes and procedures. Proficient in the use of personal computers including word processing, spreadsheets and database software. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

Preferred qualifications:

Advanced Excel skills. Experience in information retrieval and data presentation and reporting. Budgetary experience. Experience working with diverse populations in an academic setting preferred. Technical fluency with Microsoft Office Suite, Oracle-PeopleSoft/CMS baseline system; Hyperion, or similar report generation software; and Google mail and calendaring.

Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent 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 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
  • 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. 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 the Employee Benefits Summary . The University Corporation at Monterey Bay also provides access to affordable housing near main campus. The allocation of housing is subject to several factors, including availability, eligibility criteria, and specific program guidelines. For more information, visit: corporation/employee-housing

Application procedure:

To receive full consideration, applicants must complete and submit the required online application by the priority screening date listed on the Careers at CSUMB website. Applications received after this date may be reviewed at the University's discretion. All submitted materials 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