Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Administrative Support Coordinator. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.

Salary

The salary range for this classification is $3,681 to $6,034 per month. The anticipated salary hiring range is up to $4,291 per month, commensurate with qualifications and experience.

Classification

Administrative Support Coordinator II

Position Information

The California State University, Office of the Chancellor, is seeking an Administrative Support Coordinator to be responsible for coordinating a wide range of duties to include administrative and clerical support, fiscal and budgetary support, reporting and processing; and technical support with website, webinar and multimedia content and management for the Department. This individual will handle a variety of content and special projects and must feel secure working in an innovative, dynamic, and complex environment.

Responsibilities

General Administrative Support:

• Serve as primary administrative support to the Assistant Vice Chancellor and two Directors in the Department of Educator and Leadership Programs.

• Manage the daily calendar for the AVC and two Directors, responding to requests for appointments and back up materials for meetings.

• Schedule and support meetings and events for the Department including managing invitations and RSVPs, event space, catering, and other logistical support.

• Maintain and update key documents and forms for the Department in appropriate format and on updated servers.

• Coordinate and integrate support for the AVC and ELP Directors regarding technical (collections and analyses of data, creating tables and graphs, recording focus groups, etc.) and clerical (overseeing, monitoring, typing, formatting, editing, etc.) assistance in writing reports for meetings, grants, and projects.

• Other office duties e.g., creating google form surveys, flyers, and special projects.

Technology and Content Support:

• Assist with the development, maintenance, and revisions of ELP and affiliated website and multimedia content. Monitor multiple ELP and related websites for changes and updates including those supported through grant projects.

• Assist with electronic communications, and managing, updating and posting information via listserves.

• Schedule and archive webinars and conference calls for the Department and partner programs.

• Support administrative staff in the Department in website maintenance, and gathering print and digital resources, as needed.

Fiscal Support:

• Support fiscal processes in ELP as they relate to various funding sources including grants and projects.

• Works closely with the ELP fiscal and operations specialist and CO fiscal partners with preparing and processing financial transactions (i.e., invoices, check requests, IFTs).

• Assist with forecasting and tracking expenditures for ELP programs, conferences, and projects.

• Assist with the preparation of budget reports, and collection and preparation of contractual and grant documents.

• Track departmental expenditures using Data Warehouse and ensure appropriate use of funds in accordance with CO Budget policies and procedures.

• Prepare buy-out letters and faculty engagement forms.

• Perform clerical reviews of grants and project proposals under the supervision of AVC/Directors including scope of work and budget.

Travel Support:

• Coordinate and make travel arrangements for AVC, ELP Directors and arrange travel for ELP meeting attendees as necessary.

• Prepare and process relevant travel documents including travel requests, claims, and campus reimbursements.

• Report organizational travel to CSU accounting and interpret, apply and enforce CSU travel policies.

Procurement Support:

• Monthly reconciliation of the department credit card (P-Card) to meet established reporting deadlines.

• Process procurement expenditures (purchase of materials and office supplies) consistent with applicable CSU CO procurement policies and procedures.

• Work with outside vendors to obtain receipts and transactional documentation, and to correct discrepancies when necessary.

Other Duties as Assigned:

• Support Department administrative staff and student assistants as needed.

• Assist in special projects as needed.

• Perform other general office duties as directed and needed, including collaborating with other CO and non-CO departments.

Qualifications

• Completion of a high school program or its equivalent and a 3-year minimum experience in an office environment.

Preferred Qualifications

• Bachelor's degree from an accredited four-year university or college is preferred.

• Administrative support experience to include scheduling, managing travel, and managing various office tasks and demands simultaneously in a fast-paced environment.

• Ability to interpret and apply policies and procedures, and ability to apply independent judgement, discretion, and initiative when problem solving administrative issues that affect daily duties independently required.

• Experience with website development, maintenance, and revisions, multimedia development, electronic communication, and managing listservs.

• General experience managing and reconciling budgets, budget reporting, procurement and purchasing, and supporting fiscal processing.

• Ability to analyze financial data as the position will analyze, interpret, forecast, and develop accurate expenditure projections, and budgetary visuals necessary for executive decisions.

• Extensive experience in scheduling and creating Zoom or TEAMS meetings, webinars, webcasts, and other similar activities.

• Ability to maintain a positive attitude, establish and maintain effective working relationships with ELP Department, Division Office, CO departments, CSU stakeholders, vendors, grantors, and members of the public.

• Ability to multitask, organize projects simultaneously, and prioritize tasks with competing priorities.

• Ability to work independently with little or no supervision and be able to interpret and synthesize policies and procedures to provide ELP staff and campuses with accurate and quick responses.

• Demonstrate excellent word processing skills with Microsoft Word, significant Excel expertise, high-level familiarity with Microsoft Power Point, Outlook, Adobe Acrobat, One Drive, SharePoint, digital management systems, digital portfolio, and storage skills.

• Excellent interpersonal and oral and written communication skills required.

Application Period

Priority consideration will be given to candidates who apply by February 6, 2023.

How To Apply

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at:

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States.

COVID19 Vaccination Requirement

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against COVID-19 or declare a medical or religious exemption. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. The systemwide policy can be found at

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.