Administrative Coordinator for the Vice President for Student Affairs & Enrollment Management Office

California State University•Allen, TX

About The Position

The Administrative Coordinator provides administrative support to the Vice President for Student Affairs & Enrollment Management (VPSAEM) Office, Budget & Staff Resources, and the Student Marketing Center. The role handles procurement card processing and reconciliations, check requests, travel arrangements and reimbursements, document routing, resolving form errors, and meeting deadlines. It also responds to general university inquiries and sensitively refers escalated concerns to appropriate resources and administrators. The position oversees VPSAEM Office student employees, supporting recruitment, selection, training, mentoring, performance feedback, requisitions, separations, and timekeeping for student, professional, and intern staff. It researches employee-related payroll and personnel concerns, provides biannual timekeeping training, and helps prepare reports, questionnaires, assessment reports, and other complex documents. The coordinator manages office services, including data maintenance, phone coverage, filing, and document updates. Duties also include coordinating interviews and onboarding, supporting office initiatives and events, coordinating DSAEM checkout processes, and providing administrative support to student fee committees. The position communicates scheduling, closure, supply, and event information to staff and builds positive working relationships across the university. The role requires a high school, technical/vocational education, or equivalent, combined with several years of related office work experience. Two years of professional business-office experience providing skilled clerical, office, or administrative support is required. A bachelor's degree in business, communication, sociology, or a related field is preferred. Work hours are normally 8:00 a.m. to 5:00 p.m., with occasional evening or weekend service and occasional travel required, with advance notice. A satisfactory background check and compliance with applicable CSU reporting requirements are conditions of employment.

Requirements

High school program, technical/vocational program, or equivalent, combined with several years of related office work experience.
Two years of professional experience in a business office providing skilled clerical, office, or administrative support.
Full functional knowledge of standard office procedures and practices and ability to work within varied organizational structures.
Thorough knowledge of English grammar, spelling, and punctuation, with clear oral and written communication skills.
Ability to use and quickly learn office support technology and software.
Working knowledge of DSAEM practices, procedures, and activities, or demonstrated ability to learn and understand them.
Thorough knowledge of office systems and modern office technology, including Microsoft Office Suite, with proficiency in Word, Excel, Outlook, and PowerPoint.
Experience with database information retrieval, reporting, and data maintenance.
Ability to interpret and apply policies and procedures independently and exercise judgment and discretion when precedents do not exist.
Ability to assist a diverse population, including distressed or difficult customers, with a positive, professional, customer-service-oriented disposition.
Effective communication with diverse groups of students, faculty, staff, and community members.
Strong verbal and written communication and diplomatic, resourceful problem-solving skills.
Ability to manage multiple complex projects and detailed assignments efficiently and effectively, including with regular interruptions and minimal to moderate supervision.
Strong interpersonal skills and ability to motivate others without line authority and work in a consultative, diverse environment.
Ability to adapt to emerging priorities, work independently and as part of a team, and take initiative.
Ability to maintain confidentiality of student information.
Availability to work 8:00 a.m. to 5:00 p.m., with flexibility for occasional evening or weekend service with advance notice; punctuality and regular attendance are mandatory.
Availability for occasional travel with advance notice.
Satisfactory completion of a background check, including a criminal records check.
Compliance with CSU Campus Security Authority (CSA) reporting requirements under the Clery Act and mandated-reporter requirements under the California Child Abuse and Neglect Reporting Act.
Must be authorized to work for any employer in the United States; CSUCI is not currently sponsoring staff or management positions for H-1B employment visas.
Applicants reaching the specified application stages may be required to make disclosures and sign a release concerning substantiated misconduct allegations, as described in the posting.

Nice To Haves

Bachelor’s degree in business, communication, sociology, or a related field.
Professional experience in student affairs, a university setting, higher education administration, public relations, or law.
Broad experience in education, budgeting and finance, management information systems, customer service, or human resources management.

Responsibilities

Provide administrative support to the VPSAEM Office, Budget & Staff Resources, and the Student Marketing Center, including procurement card processing and reconciliation, check requests, travel arrangements and reimbursements, form corrections, signature routing, and timely document submission.
Respond to inquiries about CSUCI and DSAEM and provide sensitive resource referrals for escalated concerns, promptly communicating details to the appropriate administrator.
Oversee VPSAEM Office student employees and assist with recruitment, training, selection, evaluation, performance feedback, and mentoring.
Prepare student employee requisitions and end-of-term separations; maintain a comprehensive DSAEM student assistant list.
Support accurate and timely timekeeping for student, professional, and intern staff; research personnel and payroll concerns and implement solutions as requested.
Provide biannual training to student employee groups on timekeeping procedures.
Assist with reports, questionnaires, assessment reports, and complex documents.
Coordinate office services, including data maintenance, answering phones, filing and electronic filing, and document updates.
Serve as office Interview Coordinator and assist with proposed onboarding schedules and onboarding processes for professional staff and VPSAEM Office staff.
Provide administrative and logistical support for VPSAEM Office initiatives and events, including monthly staff meetings, Celebration of Excellence, Late Night Breakfast, and Student Assistant Celebrations.
Coordinate DSAEM checkout processes, including powered carts and technology.
Support student fee committees by scheduling meetings, taking minutes, and updating websites.
Communicate scheduling issues, office closures, supply orders, and staff events and activities to VPSAEM Office staff.
Build and maintain positive working relationships with students, administrators, faculty, and staff.
Perform additional related duties as assigned.