Administrative Support Coordinator I

California State University, Fullerton•Fullerton, CA

1d•$4,047 - $5,896

About The Position

Under general supervision, the Administrative Support Coordinator I serves as the principal staff assistant to the department chair. Responsible for the coordination, room reservation and event planning of department meetings, professional development events, retreats, and other special projects including commencement. Serves as office lead and oversees student assistants. Prepare appointments for hiring student assistants for the Elementary and Bilingual Education Department. Oversees hiring, training and development of student assistants working in the department. Responds to problems and needs of students and faculty which may require confidentiality, researching, interpreting, and resolving problems based on knowledge of university policies and procedures. Oversee department resources including general office supply inventory, purchases, and technology services. Researches, prepares reports, and compiles data such as graduate student class needs. Provides support to the graduate program which includes three hundred students and twenty-six faculty. Plans and coordinates schedule of classes and space utilization between other college departments. Assist chair in preparing reports for Dean’s office, Vice President of Academic Affairs (VPAA), state and national credentialing agencies, and the Chancellor’s Office. Maintains budget for several accounts and associated procurements cards, reconciles monthly OE&E budget, and sets up and processes supervisor mileage reimbursements. Maintains contact with offices across campus such as Admission and Records, Scheduling Office, and Graduate Studies. Develops student recruitment and information materials. Verifies and inputs changes for each editing cycle of the schedule and prepares required reports for university scheduling office. Generates and maintains records of part time faculty including entitlements, contracts, and faculty separations. Supports faculty and staff travel and blanket travel processes. Updates the department website and serves as the Department Information Technology Coordinator (DITC). The candidate should possess excellent customer service, organization, and communication skills. Other duties as assigned.

Requirements

High School diploma or the equivalent and four years of progressively responsible experience in general office, clerical or secretarial work or the equivalent.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of English grammar, punctuation, and spelling.
Thorough knowledge of office systems with the ability to use a range of technology, systems, and software packages.
Ability to independently handle multiple work unit priorities and projects.
Ability to apply a variety of policies and procedures where specific guidelines may not exist.
Working knowledge of budget policies and procedures.
Ability to perform standard business math including calculating ratios and percentages, tracking financial data, and making simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to handle effectively a broad range of interpersonal contacts including those at a higher level and those sensitive in nature.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.
Excellent customer service, organization, and communication skills.

Nice To Haves

Experience working in higher education, specifically post graduate programs and in a large academic department.
Experience working with students.
Experience in designing brochures and promotional materials and working with multiple vendors.
Familiarity with university policies and procedures.
Experience or knowledge of using Content Management System (CMS).

Responsibilities

Serves as the principal staff assistant to the department chair.
Responsible for the coordination, room reservation and event planning of department meetings, professional development events, retreats, and other special projects including commencement.
Serves as office lead and oversees student assistants.
Prepare appointments for hiring student assistants for the Elementary and Bilingual Education Department.
Oversees hiring, training and development of student assistants working in the department.
Responds to problems and needs of students and faculty which may require confidentiality, researching, interpreting, and resolving problems based on knowledge of university policies and procedures.
Oversee department resources including general office supply inventory, purchases, and technology services.
Researches, prepares reports, and compiles data such as graduate student class needs.
Provides support to the graduate program which includes three hundred students and twenty-six faculty.
Plans and coordinates schedule of classes and space utilization between other college departments.
Assist chair in preparing reports for Dean’s office, Vice President of Academic Affairs (VPAA), state and national credentialing agencies, and the Chancellor’s Office.
Maintains budget for several accounts and associated procurements cards, reconciles monthly OE&E budget, and sets up and processes supervisor mileage reimbursements.
Maintains contact with offices across campus such as Admission and Records, Scheduling Office, and Graduate Studies.
Develops student recruitment and information materials.
Verifies and inputs changes for each editing cycle of the schedule and prepares required reports for university scheduling office.
Generates and maintains records of part time faculty including entitlements, contracts, and faculty separations.
Supports faculty and staff travel and blanket travel processes.
Updates the department website and serves as the Department Information Technology Coordinator (DITC).