Division of Academic Affairs
Administrative Support Coordinator I
*** Temporary/Part-Time Position - 20 Hours per week ***
School Support (75%):
Coordinates and leads a range of projects and provides administrative support to the Provost Office. Under general direction from the Provost Office, supports Academic Affairs with operation and administrative responsibilities of moderate complexity. Duties include assisting with the day-to-day administrative operations of the Provost Office, including but are not limited to processing of invoices, travel, event planning, building maintenance work orders, and general clerical operations.
Develop and make recommendations to resolve administrative problems, operational situations, procedures, and practices. Prepares administrative reports, forms, letters, memorandums, correspondence and materials, minutes, agendas, and other required documents. Works independently on multiple projects and uses judgement to make recommendations on how to apply policies and procedures related to academic programs. Coordinates, and oversees moderately complex organizational duties under the general direction of the Provost Office Executive Assistant.
Coordinates all internal and external events and meetings called by the Provost Office and Division of Academic Affairs, including design of flyers and advertisements, promotion, making room reservations, monitoring RSVP’s, handling registration, hospitality, and day-of logistics. Manages and works with department staff with events, activities, and communication. Manages and updates websites, directories, handbooks, program information and affiliated links as needed. Creates social media posts and creates content for various newsletters, and other marketing materials as needed
Oversees and leads the work of student assistants as needed
Creates key requests and other space related items as assigned by the Provost Office. Maintains updates to maps, directory, and office space as needed.
Program Resources (15%): Initiates and maintains requisitions and all financial transactions for all assigned funds. Monitors, tracks, and reconciles the expenditures, salaries, and operating within PeopleSoft for accuracy and ensures that expenses are within budget and approved per signature authority documents. Interprets and applies university policies and procedures related to all financial information to ensure compliance with all regulations and brings issues/concerns to supervisor.
Program Support (10%): Provides backup support to academic affairs staff as needed, which includes but is not limited to, recording meeting minutes in support of academic programs. Communicates and assists with providing information for interpersonal interactions at all levels of the university structure involving students, faculty and staff. Coordinates academic program meetings and events. Receives, reviews, and provides information or refers the issue/inquiry to an appropriate position, for a high volume of telephone calls, emails, and walk-in visitors and conducts business with a high degree of professionalism, discretion and confidentiality.
Miscellaneous Committee, task force, and groups at the Division and University (campus level): May serve periodically, as requested by the Provost Office.
Other Duties: As assigned by Provost Office.
REQUIREMENTS OF POSITION:
Entry to this classification 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. 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. Some positions may require a 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.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Hiring Range: $2,029 - $2,050 per month