Administrative Recruitment Support Coordinator (Administrative Support Coordinator II)

California State University System•Fullerton, CA

43d

About The Position

Capital Programs and Facilities Management (CPFM) is committed to planning, developing, and maintaining a safe, sustainable, and high-quality learning and working environment for the campus community. Facilities Management provides oversight of university resources and assets and is responsible for the development of the University's facilities including land use planning, capital improvement, project development, construction, as well as facilities operations and maintenance including custodial services, landscape services, building trade services, mechanical and electrical, and recycling services. We seek an exceptional individual to join our Administrative Services team as the Administrative Recruitment Support Coordinator (Administrative Support Coordinator II). The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity, and kindness. Under general direction of the Director of Business and Administrative Services, or their designee, the Administrative Recruitment Support Coordinator provides comprehensive administrative and HR-related support to Capital Programs and Facilities Management (CPFM). Requires exceptional customer service, professionalism, and the ability to support an inclusive environment while interacting with individuals at all levels of the organization. The Administrative Recruitment Support Coordinator performs a wide range of office and HR-related duties, including maintaining files, processing documents and records, gathering data, and problem-solving for work unit customers. Supports HR functions for all CPFM departments, serving as a point of contact for candidates and coordinating sensitive matters such as employee leaves, separations, and injury reports. Manages a high volume of recruitments by initiating and dispositioning recruitments in CHRS Recruiting, coordinating interview panels, scheduling interviews, and onboarding new employees. Evaluates internal HR business processes, recommends improvements, and helps optimize digital workflows, forms, and reporting systems. Responsible for maintaining the CPFM recruitment log, ensuring data accuracy for reporting. In addition to HR support, the Administrative Recruitment Support Coordinator provides administrative support to the department and director, such as coordinating the CPFM uniform program, reconciling expenses, calendaring, and scheduling meetings, creating, and sending department correspondence, and logistical planning for CPFM events. Requires strong organizational skills, time management, confidentiality, dependability, and the ability to prioritize competing demands. Other duties as assigned.

Requirements

High School diploma or the equivalent and five years of progressively responsible experience in general office, clerical or secretarial work or the equivalent.
Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
Ability to independently handle multiple work unit priorities and projects.
Ability to independently interpret and apply policies and procedures 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 broad 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 including highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
A valid California driver's license.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.

Nice To Haves

Experience working in a Facilities Department.
Experience with recruitment processes/hiring.
Experience supporting a manager with calendaring and scheduling.
Knowledge and understanding of CSU, campus, and department specific business processes.

Responsibilities

Maintaining files
Processing documents and records
Gathering data
Problem-solving for work unit customers
Supporting HR functions for all CPFM departments
Serving as a point of contact for candidates
Coordinating sensitive matters such as employee leaves, separations, and injury reports
Managing a high volume of recruitments by initiating and dispositioning recruitments in CHRS Recruiting
Coordinating interview panels
Scheduling interviews
Onboarding new employees
Evaluating internal HR business processes
Recommending improvements
Optimizing digital workflows, forms, and reporting systems
Maintaining the CPFM recruitment log
Ensuring data accuracy for reporting
Coordinating the CPFM uniform program
Reconciling expenses
Calendaring
Scheduling meetings
Creating and sending department correspondence
Logistical planning for CPFM events