Advising Administrative Support Coordinator

Job Description:

Advising Administrative Support Coordinator

Description

Classification: Administrative Support Coordinator II
Hours: Full-time / 40 hours per week
FLSA: Non-exempt

Anticipated Hiring Salary Range: $4,076 to $4,755* 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: August 8, 2024
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 general direction of the Director for Advising and Student Success, the Advising Administrative Support Coordinator supports and coordinates the general administrative and clerical operations of the Center for Advising and Student Success (CASS). This includes but is not limited to communications, documentation, event coordination, budget tracking and reconciliation, as well as supervising student assistants.

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

1. Administrative Support and Office Coordination:

• Coordinates office services and supports all CASS programs and staff by submitting and following up on supply and equipment orders, room use requests, campus work orders, and other requests necessary to meet the day-to-day operating needs within the Center for Advising and Student Success. Serves as liaison with other campus departments and off-campus vendors in support of these activities.
• Assists with maintaining and updating documentation of process workflows and office procedures to ensure consistency and transparency. Maintains electronic records and (as required) paper files. Assembles information from these and other sources in response to requests, and prepares a variety of reports related to student success and to support improved operations.
• Coordinates, facilitates, and monitors staff travel; ensures timely and accurate submission of all staff travel documents in accordance with university policies and procedures.
• Manages reception area. Covers front desk and welcomes all students/guests as they enter the Center for Advising & Student Success. Schedules advising appointments and meetings.
• Works with the Director and advising staff to review submitted job postings prior to posting on the “Otter Jobs” system; posts approved positions. Assists with queries from CSUMB departments and external people related to advising services.

2. Event Coordination

• Works independently and in conjunction with the CASS Director, staff, and other departments to coordinate and market Advising and Student Success, workshops, and events.
• Applies appropriate event policies and procedures. Addresses event marketing and coordination challenges using reasoning, interpretation, and an understanding of the event target audience to recommend actions to overcome obstacles.
• Coordinates tasks including, but not limited to event marketing, venue reservations, participant registration, vendor communication and confirmations, food and beverage service, event set-up, check-in, breakdown, and safety protocols.
• Provides instruction and direction to students, staff, vendors, guests and/or other personnel to ensure compliance with policies and procedures.
• Provides exemplary customer service and maintains professionalism to all internal and external contacts.

3. Coordination of CASS Communication:

• Prepares and disseminates department e-newsletters and reports that share information about the activities and programs of the Center for Advising and Student Success.
• Maintains up-to-date information on all department websites (Academic Advising, Student Success, and California Promise); coordinates communication campaigns via email, social media, and on-campus postings about dates and deadlines, events, and workshops.
• Handles telephone and email requests on a wide variety of subjects from a broad audience, and helps coordinate calling campaigns as needed. Provides exemplary customer service and maintains professionalism to all internal and external contacts.

4. Student Assistant Supervision:

• In consultation with the Director, recruits, hires, and supervises four to six student assistants; documents procedures and sets the task lists and priorities for the work of student assistants.

5. Budget Support:

• Tracks encumbrances for supplies, equipment, events, travel, and student assistants for multiple CASS departments and accounts; reconciles expenditures with finance data warehouse. Maintains documentation for purchases and expenditures. Reviews and confirms accuracy of invoices and procurement card statements for approval of payment. Works with the Dean’s office Budget Analyst to ensure consistency and adherence to current CSUMB procedures.

Other Functions:
Perform other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:

Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing; clear and concise oral and written communication skills. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, applications, and systems, and ability to quickly learn new technology and systems.

Ability to: independently handle multiple work unit priorities and projects; independently interpret and apply a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively compose and transmit communications to a broad range of constituents; write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

MINIMUM QUALIFICATIONS:

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. Thorough knowledge of English grammar, spelling, and punctuation and the ability 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:

• Technical fluency with Microsoft and/or Google spreadsheets and databases; ability to summarize data using graphs and tables and in short written summaries;
• Experience with communication campaigns using a wide range of platforms including social media, Canvas, web, email, Sales Force;
• Clear, concise, and professional written and oral communication skills.

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

• Excellent attention to detail and organizational skills; demonstrated ability to independently juggle multiple projects to meet deadlines and objectives, and adapt to shifting priorities and new processes and procedures;
• Prior experience planning and coordinating a wide range of activities and events, and tracking student event registration, participation, and event expenses;
• Prior experience with Sales Force Student Success Hub or similar CRMs;
• Experience tracking and monitoring expenditures.

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.
• 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
  • 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
• 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). 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.

Advertised: Jul 24 2024 Pacific Daylight Time
Applications close:

Closing Date/Time: