Administrative Support Coordinator - Department of Humanities & Communications

Job Description:

Administrative Support Coordinator - Department of Humanities & Communications

Description

Classification: Administrative Support Coordinator I - 10/12 Position
Hours: Full-time / 40 hours per week
FLSA: Non-exempt

Anticipated Hiring Salary Range: $3,200 - $3,250* per month for12 months for a 10 month work schedule
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: January 5, 2025
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 administrative direction of the Dean of the College of Arts, Humanities, and Social Sciences (CAHSS) and the general supervision of the Department Chair of Humanities and Communication (HCOM), the Administrative Support Coordinator independently performs a full range of varied and complex clerical/administrative assignments in support of the day-to-day operations of HCOM, exercising discretion and judgment in performing assigned work.

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

• Provides support to the department by being the first point of contact for students, faculty, staff, administrators, and the public at large. Handles multiple requests from these constituencies, including requests for information, travel, technology issues, and work and supply orders.
• Tracks, reconciles, and reports department budget revenue and expenditures from various funding sources in a timely manner. In collaboration with department personnel, researches, analyzes, makes recommendations, and prepares draft budget for department events; compiles, prepares, and submits requests for special events funding and specialized projects; and projects operating and personnel expenditures. Prepares and processes purchase requisitions, reimbursements, and other budget transactions as necessary to meet the needs of the department. Verifies accuracy of invoices for payment processing. Provides budget status reports as requested by the Chair.
• Facilitates the planning and scheduling of department meetings, public events, guest speakers, and capstone ceremonies. Selects and request appropriate event venues. In consultation with the ASCII and Chair, initiates, coordinates, and finalizes agendas, minutes, and contractual agreements for meetings and events. Assists with the preparation and design of promotional materials such as posters, brochures, and fliers for advertising on and off campus. Ensures promotional materials are in alignment with university policies and procedures. Functions as a liaison among the department, Dean’s Office, other units on campus, and the regional area to promote events and performances. Prepares and submits post-event reports as needed.
• Files, reroutes, and categorizes mail for response. Independently drafts responses to moderately complex inquiries requiring interpretation of policies and procedures for supervisory review.
• Prepares and submits Schedule Maintenance Forms in consultation with the ASCII and Chair. Enters scheduling data into CMS in consultation with the ASCII and Chair.
• Collects and files electronic syllabi and faculty office hours. Maintains catalog and website program and department information. Maintains archives and files for faculty evaluation and recruitment.

Other Functions :

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of: correct English, including grammar, spelling, punctuation and editing; office systems and ability to use a broad range of technology, systems, and packages. Detailed knowledge of, or the ability to, quickly learn applicable university infrastructure, policies, and procedures. Working knowledge of budget policies and procedures. Experience to be fully functional in all technical aspects of work assignments.

Ability to: quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; make sound independent decisions and recommendations based on current policies and procedures and a thorough analysis of current situations; independently handle multiple work unit priorities and projects under strict deadlines; apply 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; effectively handle a broad range of interpersonal contacts, including those at the highest level and those requiring strict confidentiality; address common and unique problems using reasoning and judgement to develop practical, thorough, and creative solutions; establish and maintain cooperative working relationships within a diverse academic environment. Exceptional ability to communicate verbally and in writing, in a professional, persuasive, and tactful manner.

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:

Excellent customer service and communication skills.

Proficient in the use of Microsoft Office Suite; Google Suite (Gmail, Docs, Drive, and Calendar)

Previous experience coordinating, prioritizing, and maintaining schedule and calendar of meetings, appointments, and special events for administrator/executive; arrange meetings and coordinate travel arrangements.

PREFERRED QUALIFICATIONS :

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. Experience working with diverse populations and in an academic setting. Bilingual/bi-literate in a second language, preferably Spanish.

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 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

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.

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: Dec 17 2024 Pacific Standard Time
Applications close:

Closing Date/Time: