Administrative Support Coordinator

Job Description:

Administrative Support Coordinator

Description

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

Anticipated Hiring Salary Range: $4,279 to $4,992* 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: October 6, 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 supervision of the Chief Information Officer (CIO), the Administrative Support Coordinator provides administrative and office support for the CIO and the Information Technology (IT) department. The coordinator is responsible for independently managing a wide range of administrative tasks, often of a sensitive and confidential nature. The coordinator maintains the department’s administrative policies, procedures, official records, and correspondence, exercising sound judgment, discretion, and professionalism at all times. The role requires balancing priorities and deadlines, working independently while adhering to established policies and procedures. Additionally, the coordinator acts as a key contact for communication within the department, across campus offices, and with external constituents. In supporting the CIO, the coordinator also provides administrative support to senior IT management, ensuring the highest level of service delivery within the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Administrative Support: Acts as the administrative support coordinator to the CIO and Associate Vice President for Information Technology. Provides primary daily assistance to the Chief Information Officer, IT Directors, and IT staff, handling multiple and often sensitive requests. Maintains calendar, schedule, and files. Coordinates meetings, assembles background materials as appropriate, and prepares information for executive leadership meetings. Provides direct administrative support to the Chief Information Officer, including managing the CIO’s calendar, receipt, and review of confidential and sensitive correspondence and other communications. Independently prepares draft-form memos and modifies to final form, as appropriate. Facilitates the smooth and efficient operation of the Office of the Chief Information Officer and the Information Technology division. Determines which inquiries and items received by the division should be brought to the attention of the Chief Information Officer and which should be routed to other individuals and offices. Responsible for the organization and maintenance of Information Technology division administrative policies and official records and correspondence. Coordinates and coordinates administrative tasks associated with budget, human resources and outside constituents. Oversees division-wide personnel transactions and alerts the Chief Information Officer of potential concerns Office and Division Coordination/ Management: Coordinates the daily operations of the Chief Information Officer’s (CIO) office, including screening incoming calls, greeting visitors, and responding to email inquiries. Identifies and organizes supplies, materials, and equipment, including resolving any discrepancies with received items. Receives, screens, and distributes all incoming mail. Maintains the building conference room calendar. Serves as the primary contact for various matters within the Information Technology division, responding to questions and analyzing problems. Prioritizes and responds to requests on behalf of the CIO, acting independently utilizing a high level of judgment. Responsible for maintaining office policies and procedures, working closely with the CIO during campus emergencies alongside appropriate campus emergency personnel. Makes informed recommendations to the CIO based on careful assessment of existing policies, related documentation, and procedures. As a participant in management meetings, acts as a business partner, taking notes for the CIO, organizing data, and offering recommendations when appropriate. Reviews and ensures the accuracy of monthly attendance reports for direct reports through absence management. Represents the office of the CIO, collaborating with the offices of the president, other Vice Presidents, campus departments, the chancellor’s office, and the general public. Assists the Senior Budget Analyst with the coordination of all reimbursement requests requiring the CIO’s approval, including but not limited to travel reimbursements, invoices, and other forms of payment or reimbursement originating from multiple campus departments, including the Information Technology division. Budget Support: Maintains, tracks, reconciles, and reports divisional budget expenditures in a timely manner according to the procedures of the University which include working directly with University Corporation, Accounting, and grant budgets. Provides budget status reports as requested by the CIO and/or Senior Budget Analyst. Maintains data related to financial reporting. Maintains all documentation for the division's purchases. Reviews and confirms the accuracy of invoices for approval of payment. Works with the Office of the CIO Senior Budget Analyst to ensure consistency across all IT departments. Communication: Compose, proofread, and edit correspondence of various complexities and levels of confidentiality (including reports, letters, campus-wide emails, etc.) on behalf of the Chief Information Officer and the division’s senior management team; may also initiate correspondence in support of division initiatives. Prepare and distribute division communications or newsletters, which involve researching, writing, and editing articles, as well as sourcing images. Prepare, edit and distribute communications on behalf of the Chief Information Officer and other division leaders as requested. Event Coordination: Coordinate logistics for division events, including special events, conferences, and business meetings both on and off campus. This includes planning logistical support, tracking expenditures, and coordinating all related logistics such as preparing agendas, scheduling meetings, reserving rooms, arranging equipment, and taking minutes.
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. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

Ability to: maintain strict confidentiality and appropriately handle sensitive communications with employees and external agencies; ability to apply standard theories, principles, practices, and techniques to develop conclusions and make recommendations; ability to work professionally with representatives from public and private entities and handle potentially sensitive situations; ability to understand problems from a broad, interactive perspective and develop solutions that combine information and ideas in new ways; ability to compose, edit, and appropriately format correspondence and reports; ability to handle multiple work priorities in a timely manner, initiating, organizing, planning, and implementing work and projects; ability to work collaboratively with colleagues in other units and senior management reporting to the Chief Information Officer; ability to perform accurately in a detail-oriented environment; ability to maintain and effectively communicate with high-level and diverse contacts within the university system and with outside entities and agencies; ability to effectively use application information systems and applications in analysis, research, and reporting activities and projects; ability to anticipate problems and address them proactively; ability to effectively interpret, organize, and present information and ideas in written or presentation form; ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; ability to plan and manage multiple and ongoing events and projects; ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist; ability to set own priorities, perform consistently, organize and plan work and projects; make decisions independently, and complete duties accurately with little or no supervision.

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:

• Knowledgeable of budget and accounting concepts, practices and processes.
• Clear, concise, and professional written and oral communication skills.
• 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.

PREFERRED QUALIFICATIONS:

Preferred candidates will have a Bachelor’s degree in any discipline with at least two years of experience in a support role, ideally with some exposure to higher education settings or supporting senior leadership. Technical fluency with Oracle/PeopleSoft, CSU Common Financial System, or similar enterprise information systems is desired, along with proficiency in Microsoft Office Professional Suite and Google Workspace. Expertise in data management, financial management principles, and the ability to handle confidential information with discretion are essential.

Strong customer service skills, experience in coordinating complex projects and events, and the ability to manage multiple deadlines are highly preferred. Familiarity with IT terminology, trends, and the strategic role of IT in an academic environment is also highly desirable. Strong written and verbal communication skills are essential, with the ability to interact effectively with diverse groups.

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 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.
• 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 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; 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.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. 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.

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: Sep 09 2024 Pacific Daylight Time
Applications close:

Closing Date/Time: