"Administrative Support Coordinator (Administrative Support Coordinator II), College of Natural Sciences - Computer Science & Engineering"

Job Description

The Administrative Support Coordinator (ASC) is responsible for coordinating clerical and administrative support functions for the School of Computer Science and Engineering, including providing support to students, faculty, stakeholders, and the community. Under general direction, the ASC works closely with the director on budgeting, class scheduling, program admissions, and provides lead work direction, training, and guidance to the administrative support staff.

Job Summary

The Administrative Support Coordinator (ASC) is responsible for coordinating clerical and administrative support functions for the School of Computer Science and Engineering, including providing support to students, faculty, stakeholders, and the community. Under general direction, the ASC works closely with the director on budgeting, class scheduling, program admissions, and provides lead work direction, training, and guidance to the administrative support staff.

Duties and Responsibilities

Office Support & Coordination/Administrative Support

• Coordinate and maintain the daily operations of the School of Computer Science & Engineering office independently, ensuring smooth workflow and timely completion of University, College, and Department deadlines and demands.
• Provide excellent customer service to students, faculty, and other campus departments and colleges by applying comprehensive knowledge and interpretation of departmental and university policies, procedures, and practices.
• Answer phone calls and walk-in inquiries from faculty, staff and students with professionalism and mutual respect. Use judgment and discretion to troubleshoot most office administration problems.
• Provide information to students about procedures on various matters, such as change of grade forms, overload, class drop and add forms, etc.
• Schedule and coordinate detailed and complex meetings and events for the Director; prepare routine correspondence; attend meetings and accurately record minutes.
• Maintain office inventory and procure supplies, including educational materials, office supplies, and equipment, through requisitions or corporate card purchases; prepare disbursement documentation for business activities and events; and submit department duplication or printing requests.
• Act as a liaison between suppliers, vendors, and campus departments to coordinate purchases. Process other forms when required (e.g., ICT Review/Approval, over $10K Approval, Sole Source/Brand Approval, Independent Contractor), and obtain required signatures.
• Initiate work orders and coordinate requests for repairs and maintenance (such as lock changes and HVAC issues) to support a proper and safe work environment.

Academic Support

• Maintain accurate records of faculty offices, office hours, and class schedules; assist the Director in preparing course schedules; update scheduled course offerings in PeopleSoft with current instructor, time, and room information; monitor and process lecturer teaching appointments, generate contracts, and coordinate office space, keys, etc.
• Monitor faculty workload and enter additional assignments into PeopleSoft to accurately report workload for internal campus use and reporting to the Chancellor's Office.
• Assist and coordinate faculty recruitments for tenure-track and lecturer positions; collect, review, and file all hiring documentation, including student and peer teaching assessments; and ensure that documentation is properly assigned to department employee files in compliance with university policies.
• Prepare appointment letters for faculty, teaching associates, and instructional student assistants via Common Human Resources System (CHRS).
• Assist faculty with questions regarding submissions of travel requests and expense reports through Concur, including individual and group travel.
• Serve as the timekeeper and enter all faculty absences.

Budget Support

• Monitor and analyze department budgets and accounts including general, trust, auxiliary, and philanthropic funds.
• Submit transfer of expense requests and budget adjustments in accordance with established guidelines.
• Reconcile corporate card purchases monthly.
• Create reports and make recommendations to the Director regarding budget allocations based on historical data and analysis.
• Compile and submit reports requested by the College of Natural Science (CNS) Administrative Analyst/ Specialist (AAS) including account budget, projections and balances. Process disbursement (reimbursement) requests and account establishment agreements.
• Accurately monitor faculty professional development funds and expenses.

Lead Support

• Provide lead work direction and training to the department Administrative Support Coordinator and student assistant(s).
• Other classification related duties as assigned.

Minimum Qualifications

• High School diploma or its equivalent
• Five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications

• Knowledge of PeopleSoft or similar enterprise-wide application is desirable.
• Experience in higher education and administrative support preferred.

Compensation and Benefits

Anticipated Hiring Range: $4,058 - $4,500 per month

Classification Salary Range: $4,058 - $6,653 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information

Full-time Non-Exempt Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.