Administrative Support Coordinator I

CSU CLASSIFICATION SALARY RANGE: Step 1 $4,047 - Step 20 $5,896

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE

The Administrative Support Coordinator I, under general supervision of the Dean of the College of Business and Public Administration and with daily lead direction from the Department Chair for Management and Marketing, provides the full range of clerical and administrative support for the Management and Marketing Department. The position supports faculty and staff, academic and department operations, and routine department budget activities. The Coordinator also serves as the department's first point of contact by responding to routine inquiries, providing information, and referring matters requiring specialized or higher-level assistance.

DUTIES & RESPONSIBILITIES

Academic Administrative Support

• Respond to routine administrative questions from students and faculty, provide standard information, resolve matters using established university and department policies and procedures, and refer matters requiring specialized or higher-level review to appropriate individuals.
• Create faculty and lecturer office-hours spreadsheet each semester.
• Support the chair and faculty in assurance of learning/assessment by scheduling meetings, distributing materials, arranging meals or refreshments, and completing related logistical tasks.
• Enter, monitor, and update department course information in PeopleSoft and track enrollments each semester.
• Schedule appointments and meetings for department chairs and program directors, including coordinating calendars and related logistics.
• Complete faculty hire information in TAE each semester and verify that required supporting documentation has been received for faculty hiring paperwork.
• Assist students in locating and completing standard academic forms, including Add/Drop Request, Petition for Exception, Petition for Course by Individual Study, Request for Incomplete Grade, and Change of Grade forms.
• Upload faculty syllabi to the appropriate repository and confirm that required files have been submitted.
• Assist other BPA Administrative Support Coordinators with updating the full- and part-time faculty orientation/training binder, including information about campus and department processes, procedures, and policies.
• Provide administrative coordination for new faculty hiring activities, including coordinating advertisements and placement services, working within CHRS and maintaining an applicant database, assisting with campus visit itineraries and communications, and coordinating travel arrangements and related reimbursements.
• Coordinate, organize, and plan the administrative logistics for special annual department events open to the campus and the greater Bakersfield community.
• Assist with preparing standard department reports as requested.
• Submit photocopying/printing for course exams/materials as requested.

General Department Administrative Support

• Serve as the department's first point of contact for faculty, students, vendors, community members, administrative staff, and student assistants; screen visitors and inquiries, provide routine information, and determine appropriate referrals when matters fall outside the position's scope of knowledge or responsibility.
• Organize and distribute incoming mail and email, route telephone calls as appropriate, and prepare or respond to routine correspondence in a timely, professional, and courteous manner, referring specialized matters as appropriate.
• Maintain an inventory of department computing devices and printers and track device locations for campus compliance.
• Schedule meetings and events using 25Live and maintain related scheduling information.
• Maintain an inventory of office supplies and initiate orders in a timely manner using established procedures.
• Coordinate with the Internship, Employer Engagement & Student Professional Development Coordinator to provide department website updates and report applicable changes.
• Provide website and social media content updates to the Dean's Office and BPA social media intern or assigned contact.
• Complete faculty travel documents, including Travel Authorization Requests, Faculty Development Forms, and Travel Claims. Support reconciliation with Concur Travel Cards.
• Complete Business Meal Approval, Hospitality, and guest parking authorizations in accordance with established procedures.
• Process Print Shop/Reprographics orders, ITS workorders for computer/telephone, and Facilities workorders.
• Record and transcribe accurate and timely meeting minutes for Marketing & Management department meetings and assigned BPA committees as requested.

Department Budget Support

• Track department fund budgets, including supplies and services expenses; maintain related budget spreadsheets; and perform regular reconciliations in accordance with established policies and procedures.
• Complete Direct Pay reimbursement forms and submit for approval.
• Track and update department faculty professional development and travel funds provided by the Dean's Office.
• Reconcile monthly procurement credit card (ProCard) in the common financial system (CFS).
• Monitor applicable budget deadlines and submit required materials in a timely manner.

REQUIRED QUALIFICATIONS

EDUCATION & EXPERIENCE - High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) -

• Regular and reliable attendance is required.
• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university policies and procedures.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to interpret and apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget principles, policies, and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS

• Experience with PeopleSoft.
• Experience with desktop publishing.
• Prior budget experience.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS

SEDENTARY WORK - involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS

N/A

SPECIAL CONDITIONS

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

To apply, visit https://careers.pageuppeople.com/873/bk/en-us/job/563140/administrative-support-coordinator-i