Administrative Support Coordinator

RESPONSIBILITIES & DUTIES:

Program Support: Coordinates and leads a range of projects and provides support for the day-to-day administration of assigned academic programs.

Works independently on multiple projects and uses judgement to make recommendations on how to apply policies and procedures related to the academic programs. Coordinates, and oversees complex organizational duties under the general direction of the program chairs. Maintains, reviews, updates records of office hours and syllabi for assigned academic programs. Maintains and updates calendars, completes and submits forms or online requests to Finance, purchasing, HR/Payroll for faculty engaged in instruction, research and creative activities, assessment, program development and grant related activities by completing and submitting forms related to travel, financial transactions, human resources and payroll.

May record 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. Oversees and leads the work of student assistants as required.

Program Resources: Works with the program chairs to ensure the budgets and expenses for student assistants, special consultants, full-time additional faculty pay and operating expenses are spent according to established policies and procedures across all 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 the Chair and the MAR; May assist program chair with preparing reports for annual budget requests.

Class Schedule: Enters and maintains the approved schedule of classes, teaching assignments and faculty term workload for assigned academic programs into PeopleSoft Records module. Tracks class enrollments to make recommendations to the Programs Chairs about classes that may need to be canceled or to open additional sections with Dean's approval.

Miscellaneous Committee, task force, and groups at the Division and University (campus level): May serve periodically, as requested by the Chair and/or MAR. Other Duties: As assigned by Chair and/or MAR.

REQUIREMENTS OF POSITION:

A minimum of 4 years in a progressively responsible administrative/clerical support capacity. Bachelor's degree preferred.

Excellent communication skills with the ability to negotiate and establish priorities to achieve results and expedite projects for assigned academic programs. Experience working independently with ability to interpret and use policies and procedures to resolve issues that may be sensitive or confidential. Ability to respond to and professionally handle a high volume of walk-in, telephone and email inquiries on a daily basis.

Excellent desktop and computer skills involving software including, but not limited to Microsoft Office Suite and familiarity with utilizing the internet to research and obtain information supporting assigned projects. Experience tracking expenditures and maintaining accurate information concerning account balances within program areas. Experience using interactive database systems such as PeopleSoft, highly desirable.

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.

Telework available 1 day per week.

Hiring Range: $3,865 - $4,000 per month

Advertised: Jun 12 2024 Pacific Daylight Time

Applications close: