Division of Academic Affairs
Administrative Support Coordinator II
RESPONSIBILITIES & DUTIES:
Dean’s Office Support: Coordinates and leads a range of projects and provides support for the day-to-day administration of the Dean’s office in the School of Arts & Sciences. Works independently on multiple projects and uses judgement to make recommendations on how to apply policies and procedures related to the Dean’s Office. Coordinates and oversees complex organizational duties under the general direction of the Dean. Maintains, reviews, and updates records of office hours and syllabi for assigned academic programs. Maintains and updates calendars, websites, directories and manages the distribution of Dean’s office communication.
Record meeting minutes in support of the School and department meetings. Communicates and assists with providing information for interpersonal interactions at all levels of the university structure involving students, faculty and staff. 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 faculty and staff by completing and submitting all travel related documentation and coordination, working with department analysts to ensure the budgets and expenses are used according to established policies and procedures across all funds. Monitors and ensures documentation is approved per signature authority. Interprets and applies university policies and procedures related to all financial information to ensure compliance with all regulations and brings issues/concerns to the Manager of Academic Resources (MAR). Coordinates academic program meetings and events, including reservations and hospitality documentation. Coordinates all internal and external events and meetings called by the Dean and programs, 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. Enters and maintains the approved schedule of classes, teaching assignments, and faculty term workload for assigned academic programs into PeopleSoft Records module.
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.
REQUIRED QUALIFICATIONS:
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.
Knowledge, Skills, & Abilities:
- 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.
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.
The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.
Hiring Salary: $4,300 - $4,800 per month
