Administrative Department Coordinator

CSU Careers•Los Angeles, CA

5d•Onsite

About The Position

Under the general supervision of the Department Chair, the Administrative Department Coordinator independently coordinates the entire clerical and administrative support functions and/or performance of secretarial and administrative work in the department of Mechanical Engineering. The incumbent will develop and maintain on-going communication with all levels of the College administrators and other department staff and execute independent decision-making on day-to-day administrative office procedures. The incumbent will ensure accurate faculty attendance and timekeeping records are maintained, certify payroll for the department, coordinate the collection of hiring documents from adjunct faculty, order office supplies and lab materials, ensure forms submitted by students, staff and faculty are complete; maintain and report faculty workload in APDB each academic term, help faculty submit assigned time requests in lnfoReady, and serve as the primary point of administrative contact and liaison with other offices, such as ECST Resource Office, Dean and Associate Dean Offices, in addition to other offices in the University. The incumbent will perform other related duties as assigned appropriate to the operation of the Department Chair.

Requirements

Three years of full-time general office experience which includes operational or procedural administrative support work.
Comprehensive knowledge and the ability to independently perform all technical aspects of work assignments.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of English grammar, punctuation, and spelling.
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
Working knowledge of budget policies and procedures.
Ability to independently handle multiple work unit priorities and projects.
Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
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 handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Demonstrated interest and/or ability in working in a multicultural/multiethnic environment.
Must reside in the State of California.
Must complete a background check (including a criminal records check) satisfactorily.
Must comply with the California Child Abuse and Neglect Reporting Act as a mandated reporter.

Nice To Haves

Bachelor's degree from an accredited four-year college or university.
Familiarity with university administrative processes and procedures pertaining to the assigned office or department.

Responsibilities

Coordinate the entire clerical and administrative support functions and/or performance of secretarial and administrative work in the department of Mechanical Engineering.
Develop and maintain on-going communication with all levels of the College administrators and other department staff.
Execute independent decision-making on day-to-day administrative office procedures.
Ensure accurate faculty attendance and timekeeping records are maintained.
Certify payroll for the department.
Coordinate the collection of hiring documents from adjunct faculty.
Order office supplies and lab materials.
Ensure forms submitted by students, staff and faculty are complete.
Maintain and report faculty workload in APDB each academic term.
Help faculty submit assigned time requests in lnfoReady.
Serve as the primary point of administrative contact and liaison with other offices, such as ECST Resource Office, Dean and Associate Dean Offices, in addition to other offices in the University.
Perform other related duties as assigned appropriate to the operation of the Department Chair.