California State University
Job title:
Administrative Support Coordinator
Company
California State University
Job description
Chancellor’s Office Statement
Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Administrative Support Coordinator. The CSU Chancellor’s Office is the headquarters for the nation’s largest and most diverse system of higher education. The CSU Chancellor’s Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.
This position is located in Sacramento, CA.
Salary
The anticipated salary hiring range is up to $3,506 per month, commensurate with qualifications and experience.
The salary range for this classification is $3,505 to $5,508 per month.
Classification
Administrative Support Coordinator I
Position Information
The California State University, Office of the Chancellor, is seeking an Administrative Support Coordinator to provide administrative and operational support to the CSU CalNAGPRA Project Manager and will support California Native American Graves Protection and Repatriation Act (CalNAGPRA) compliance efforts. This work is sensitive, and the ASC should be a good listener, respectful, willing to learn, and communicate well, both in verbal and written formats. The ASC will perform a variety of moderately complex clerical duties in support of the CSU system wide CalNAGPRA efforts. Responsibilities include maintaining the CSU CalNAGPRA Project Manager’s calendar, coordinating travel arrangements, planning and scheduling in-person and virtual meetings (including events and trainings), conducting data entry, generating and processing documents, overseeing project budgets and tracking expenses, creating and managing filings systems to track and archive sensitive information and communications, serves as the primary point of contact for general inquires, and assists as needed with departmental activities. Some travel may be required to assist with off-site events or projects. Additionally, the ASC oversees the office and performs other duties as assigned.
Responsibilities
Under the general direction of the CSU CalNAGPRA Project Manager, the Administrative Support Coordinator will perform duties as outlined below:
Administrative Support and Coordination:
-Provide administrative and operational support for the CSU CalNAGPRA Project Manager and professional staff.
-Coordinate, plan, and provide lead work direction for the day-to-day workflow.
-Serve as point of contact for general inquiries and office reception, handling difficult and delicate matters with a calm professional demeanor.
-Generate correspondence and maintain contact information for various entities, sovereign nations, and individuals.
-Develop, organize, and maintain office filing systems and secure highly confidential information.
-Evaluate operational processes and make recommendations to improve workflow or accuracy.
-Records and transcribes confidential or legal information, including proceedings of meetings.
-Maintain calendars for the CSU CalNAGPRA Project Manager.
-Provide support and coordination; assisting with long-range planning, surveys, and other reports of a strategic nature such as cost benefit analyses, financial, and statistical reports.
-Perform varied and complex administrative assignments that require research, coordination, collaboration and expedite reports and for the CSU CalNAGPRA Project Manager and professional staff.
-Support events and trainings.
Budget:
-Monitor and maintain project budgets and provide budget status reports, and records of all purchases and expenditures.
-Prepare and submit approved service work orders; track associated expenditures.
-Coordinate travel arrangements, prepare and submit Travel Requests and Expense Claims.
-Communicates budget issues to the CSU CalNAGPRA Project Manager and makes recommendations.
-Process and reconcile purchase requisitions, PCC and cash purchase requests, staff reimbursements, foundation check requests, printing requests.
-Ensure the accuracy of records and take necessary action to correct errors.
Office Oversight:
-Create and maintain a welcoming and clean office environment.
-Report and monitor repair requests submitted to campus technical and facility departments.
-Obtain and oversee office supplies and other equipment as needed.
-Provide front line reception customer service.
-Other duties as assigned.
Qualifications
This position requires:
-This position requires 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. These qualifications, and those listed above, would normally be obtained through completion of a high school program, technical/vocational program, or their equivalents combined with three years of related office work experience.
-Bachelor’s degree preferred.
Knowledge:
Incumbent must possess thorough knowledge of:
-Office systems, methods, standard procedures and practices.
-Business mathematics beyond basic arithmetic.
-English grammar, punctuation, and spelling.
Fluency in using standard office equipment (computers, copiers, phones) and standard office software packages such as, Microsoft Office (Word, Excel, and Outlook) and ability to use a broad range of technology systems and software. Working knowledge of:
-Budget policies and procedures.
-Records retention practices and policies.
Skills:
Incumbent must possess:
-Active problem solving and effective people skills as work often involves frontline contact with a variety of campus and community individuals to perform services and support functions that require a professional demeanor at all times.
-Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
-Demonstrated competence in effectively presenting standard information in writing.
-Typing and keyboarding skills.
Abilities:
Incumbent must have the ability to:
-Independently manage multiple work unit priorities and projects.
-Effectively manage a broad range of diverse interpersonal contacts, including those at a high level and those sensitive in nature.
-Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
-Draft, compose and appropriately format correspondence and reports.
-Use and quickly learn standard office equipment, a broad range of technology systems and standard computer software packages such as Microsoft Word, Excel, Outlook.
-Clearly communicate orally and in writing.
-Learn, independently interpret, and apply a wide variety of complex policies and procedures, where specific guidelines may not exist.
-Understand and operate in a variety of organizational structures.
-Identify, clarify, and resolve problems per CSU policy and procedures are referenced.
-Apply independent judgment, discretion, and initiative to address problems, participate in developing practical, thorough and, at times, creative solutions.
-Respond to routine inquiries and explain standard policies and procedures to others.
-Organize and direct workflow for the smooth and effective operation of the work unit.
-Compile and assemble reports, using judgment and discretion in selecting and analyzing information for inclusion, and effectively present the information.
-Troubleshoot technology problems using knowledge of error messages and of operating systems.
-Perform assigned duties.
Application Period
Priority consideration will be given to candidates who apply by November 27, 2023. Applications will be accepted until the job posting is removed.
How To Apply
Please click “Apply Now” to complete the California State University, Chancellor’s Office online employment application.
Equal Employment Opportunity
The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.
Title IX
Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at:
E-Verify
This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)’ in partnership with the Social Security Administration (SSA).
If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).
COVID19 Vaccination Policy
Per the , it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.
CSU Out of State Employment Policy
California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the prohibits the hiring of employees to perform CSU-related work outside the state of California.
Background
The Chancellor’s Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.
Advertised: Nov 13 2023 Pacific Standard Time
Applications close:
Expected salary
$3506 per month
Location
Sacramento, CA
Job date
Thu, 07 Dec 2023 05:45:11 GMT
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