Administrative Coordinator (USU)

Job Description:

Administrative Coordinator (USU)

Description

ABOUT THE UNIVERSITY STUDENT UNION

The University Student Union, as the heart of campus, uplifts and empowers students to achieve educational, personal and professional goals by providing leadership development, meaningful employment, and innovative programs, services and facilities. We promote equity, inclusion and well-being, while encouraging social justice advocacy to help Matadors feel heard, respected and connected to CSUN. Our facilities include a University Student Union and a 138,000 square foot Student Recreation Center (SRC). The SRC is a facility for exercise and leisure activity that promotes lifelong health and wellness.

ABOUT THE UNIVERSITY

One of the largest universities in the country, California State University, Northridge (CSUN) is an urban, comprehensive university that delivers award-winning undergraduate and graduate programs to nearly 40,000 students annually and counts more than 330,000 alumni who elevate Southern California and beyond. Since its founding in 1958, CSUN has made a significant and long-term economic impact on California, generating nearly $1.9 billion in economic impact and more than 11,700 jobs each year. The LAEDC recognized CSUN as its 2015 Eddy Award winner for its positive economic impact. Serving more students on Pell Grants than any other institution in California, CSUN is also a social elevator and one of the most diverse universities in the country. CSUN ranks 13th in awarding bachelor’s degrees to underrepresented minority students and seventh in bachelor’s degrees to Latino students, serves the 13th largest Jewish student population, and enrolls the largest number of students who are Deaf and hard-of-hearing of any U.S. state university. The journal Nature recently named CSUN a Rising Star for scientific research, and the NSF ranks CSUN in the top five nationally among similar institutions for graduates who go on to earn doctorates in the sciences. CSUN is where individuals rise. And through them, so does Greater Los Angeles and beyond.

POSITION SUMMARY:

Under the guidance of the Assistant Director, Facilities and Maintenance, the Administrative Coordinator is responsible for performing a wide variety of specialized office work, requiring independent judgment, the application of technical skills, and detailed knowledge of activities, processes, and procedures specific to the Facilities and Maintenance department.

ESSENTIAL DUTIES:

• Assist the Assistant Director, Facilities and Maintenance and Facilities Maintenance department with a variety of administrative duties including but not limited to coordination of departmental processes, documentation, reporting, procurement, budgeting, and interdepartmental communication;
• Assist the Assistant Director, Facilities and Maintenance in developing the department’s annual operating budget and provide day-to-day budget management and monitoring including generating contracts and purchase orders, recommending line item transfers, recommending budget modifications, etc;
• Prepare and submit general and professional services contracts, contract amendments, risk assessments, campus chargebacks, requests for proposals, requisitions and purchase orders;
• Interface with appropriate university department personnel regarding invoices, Solar Financial chargebacks, purchases, projects, and asset management;
• Prepare memorandums of understanding (MOU) with various USU and university departments;
• Prepare and present monthly and quarterly financial reports;
• Prepare and submit Concur reports for facilities and maintenance department staff including reimbursement and travel requests;
• Coordinate travel arrangements for facilities and maintenance staff as needed;
• Prepare and process invoices and check requests for vendor payment;
• Reconcile Assistant Director, Facilities and Maintenance and Facilities Maintenance Electrician and Shop Foreman corporate credit card purchases;
• Assist USU Accounting & Finance Department with Concur report reconciliations and other assistance as requested;
• Provide guidance and support to vendors regarding invoicing, contracting, project schedules, and project specifications;
• Manage, track, and update vendor insurance policies to ensure the USU’s minimum insurance requirements are met;
• Schedule department meetings, prepare and distribute meeting agendas, and select safety training videos;
• Assist in interviewing, recommending for hire and training student assistant employees on an as-needed basis;
• Perform a wide variety of general to specialized office duties, including answering phone calls, taking messages, providing solutions appropriate solutions to problems, processing mail, maintaining files and records, scheduling and arranging appointments, processing documents and records, gathering data, preparing standard reports, and composing letters and memoranda.
• Oversee the use of USU owned vehicles and golf carts by authorized USU employees, including maintaining and auditing the log-in record;
• Generate and type correspondence, reports, forms and a variety of other documents from prepared materials; edit all materials using basic, standard editing techniques;
• Maintain accurate records and files; research, recommend and implement record and file retention processes, including digitizing records;
• Purchase, distribute, and refill office supplies, specialty supplies, building supplies, employee uniforms, and other items as required;
• Assist with providing administrative support pertaining to major repair and replacement projects, including preparing quotes and proposals, participating in job walks, and preparing and submitting required paperwork to various USU and/or university departments as needed;
• May research and compile legally required information requested by third party vendors, governmental agencies, private and public organizations as needed;
• May serve on USU work team(s) as directed;
• Perform other related duties as assigned.

QUALIFICATIONS:

Education:
Equivalent to full-time college or university education or vocational school training in a job-related field may be substituted for up to two years of the required experience.

Experience
Equivalent to four (4) years of full-time, general office clerical and administrative support experience that has provided the applicant with the knowledge and abilities necessary to perform the essential duties of the position.

Special Requirements:
Not applicable.

Preferred Qualifications:
Not applicable.

Knowledge, Abilities and/or Skills:

• Thorough knowledge of correct English grammar, spelling, and punctuation
• Comprehensive knowledge of departmental policies and procedures
• General knowledge of accounting and reimbursement software
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act
• Analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Establish and maintain cooperative working relationships
• Operate standard business office equipment and software
• Interpret and apply a variety of complex policies and procedure
• Set deadlines, priorities, and complete projects accordingly
• Communicate detailed information to internal and external customers, contractors and vendors both verbally and in writing
• Anticipate needs and concerns and recommend practical solutions
• Work accurately and efficiently, paying careful attention to details
• Draft and prepare memoranda and correspondence; keep moderately complex records and files, perform standard business math, and make projections
• Ability to use standard office equipment including computer, photocopier, telephone, etc.
• Ability to use standard computer software packages including Microsoft Word, Excel, PowerPoint, etc.
• Demonstrated competency in effectively presenting standard information in writing
• Demonstrated competence and presentation skills to effectively communicate standard information
• Ability to demonstrate a commitment to valuing diversity and contributing to an inclusive working and learning environment

WORKING CONDITIONS:

Work is generally performed in a temperature-controlled office environment. Must be able to work under pressure and adhere to deadlines. Must be flexible with the ability to adapt readily to change. Regular contact with students, staff, vendors and contractors required.

SUPERVISION EXERCISED:

The position may supervise one part-time student assistant employee.

PAY, BENEFITS AND WORK SCHEDULE:

This position is employed through University Student Union (USU). The USU offers an excellent benefits package including Medical, Dental & Vision insurance, Life Insurance, Vacation, Sick Leave, 14 paid Holidays, company sponsored retirement program and more.

The anticipated hiring range will be as follows and is dependent on experience and qualifications:

Hourly: $25.19 - $27.88

Bi-Weekly: $2,015.54 - $2,230.77

Annually: $52,404.00 - $58,000.00

The salary range of the position is as follows:Hourly: Minimum: $25.19 Maximum: $36.70
Bi-Weekly: Minimum: $2,015.54 Maximum: $2,936.31
Annually: Minimum: $52,404.00 Maximum: $76,344.00

APPLICATION PERIOD

Applications received through December 16, 2025 will be considered in the initial review. Review of applications will begin after this date and continue until the position is filled.

In order to be considered in the initial review, applications must be submitted prior to the date listed above. Application submissions received after the initial review date will be reviewed at the discretion of the USU.

HOW TO APPLY

Candidates should apply by completing the on-line application. To submit an application and for more detailed information on the application and hiring process, please visit this link: www.csun.edu/careers

BACKGROUND CHECK

A background check (including a criminal records check) must be completed satisfactorily. Failure to satisfactorily complete the background check may affect the status of candidates who apply for the position.

Advertised: Dec 03 2025 Pacific Standard Time
Applications close: