Administrative Support Coordinator I, Office of the Provost

CSU Careers•Fullerton, CA

5d•Onsite

About The Position

The Office of the Provost and Vice President for Academic Affairs plans and manages all academic and instructional resources that support the teaching, scholarship, and research mission of Cal State Fullerton. The office strives to serve as a central resource for the campus community, ensuring quality academic programming and fostering partnerships with both internal and external stakeholders to promote and support faculty and student success. The Office of the Provost achieves this by empowering faculty, staff, administrators, and students with the knowledge and support necessary so that we can each carry out our individual roles in fulfilling our university’s mission. We seek an exceptional individual to join our Operations team as the Administrative Support Coordinator I, Office of the Provost. 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.

Requirements

High School diploma or the equivalent and two years of experience in general office, clerical or administrative support work or the equivalent.
Training at a vocational school or full-time college education may be substituted for the required experience on a year for year basis.
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.

Nice To Haves

Bachelor's degree from a regionally accredited four-year university.
Experience working in a university setting.
Knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
Ability to communicate effectively orally and in writing.
The ability to use and quickly learn new office support technology systems and software packages is a prerequisite and may include providing training to all levels in standard office procedures.
Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Working knowledge of budget policies and procedures.
Ability to perform standard business math, such as 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 broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
Ability to independently handle multiple work unit priorities and projects.

Responsibilities

Maintains confidential files and records.
Schedules and coordinates appointments and meetings.
Processes administrative documents and records.
Serves as a resource to Office staff and students by responding to inquiries and resolving issues requiring knowledge and interpretation of complex University policies and procedures, including Title 5, Executive Orders, and UPS documents, and refers matters appropriately when necessary.
Coordinates event planning and related activities, establishes timelines and deadlines, and collaborates with units across campus.
Prepares monthly budget reports, monitors and tracks expenditures, processes travel authorizations and travel claims, reconciles procurement card transactions, and coordinates the ordering of supplies and services.
Serves as the department IT coordinator (DITC) and coordinates technology-related requests and support.
Hires, schedules, trains, and provides lead work direction to student assistants.
Coordinates student payroll processes and related personnel documentation.
Performs other duties as assigned.