Administrative Support Coordinator I

California State University, Bakersfield • Bakersfield, CA

1d • Onsite

About The Position

Comprised of seven departments (Art & Art History, Communications, English, History, Modern Languages & Literatures, Music & Theatre, and Philosophy & Religious Studies), the College of Arts & Humanities at California State University, Bakersfield, provides thriving academic degree programs to approximately 1,000 students as well as core areas of General Education for the approximately 11,000 students at the university. Under the general supervision of the Dean of Arts and Humanities and receiving daily lead direction from the Art History Chair, the Administrative Support Coordinator I (ASC I) is responsible for the coordination of the full range of administrative and operational support functions for the Art Department. The Administrative Support Coordinator I serves as the primary administrative liaison and contact faculty, staff, students, and campus partners, ensuring effective communication, workflow coordination, and resolution of operational issues. The ASC I independently coordinates multiple functional areas, including academic scheduling and enrollment management, budget tracking and reconciliation across multiple funding sources, faculty and staff administrative support, and department events and programming. The position also provides lead work direction to student assistants and is accountable for coordinating administrative processes and ensuring the timely and accurate completion of work in support of departmental goals.

Requirements

• EDUCATION & EXPERIENCE – High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.
• Regular and reliable attendance is required.
• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• 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.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures. Proficiency in bookkeeping practices. Ability to maintain and reconcile accounts and budgets in accordance with prescribed procedures.
• 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 plan, coordinate, and organize work in the unit and/or provide lead work direction and/or training and assistance to others.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

Nice To Haves

• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

Responsibilities

• Department Administrative Coordination Serve as primary point of contact for the Art department, including screening walk-in visitors, responding to telephone and email inquiries, and assisting guests with questions.
• Function as liaison between department and school, division, campus, and off-campus persons on most communications regarding the schedule, students, budget, and the Gallery.
• Provide support to ensure the department-specific policies and procedures are implemented and enforced as needed by providing CSUB resources.
• Provide comprehensive support during faculty searches by assisting with recruitment processes and coordinating interviews.
• Once a candidate is hired, set up their office space and address all other access needs, including arranging telephone services, issuing keys, establishing purchasing authority, configuring internet access, setting up Canvas contacts, and facilitating defensive driving training and state vehicle operation licensing.
• Query PeopleSoft to update historical course offerings report and as requested by Chair or Academic Scheduling.
• Process new hire/contract renewal paperwork for adjunct faculty by collecting the instructor’s contact information, CV, unofficial transcript, and confirming the amount of WTUs the instructor will be hired to teach, then provide the information to the Analyst for the Faculty Hire Information form.
• Provide administrative support to the Department Chair on special projects, including corresponding with university departments and guest speakers, coordinating travel, confirming financial support from university offices, scheduling location in 25Live, processing printing, ordering supplies, and monitoring budget.
• Serve as department property custodian for Dean’s Office by verifying, tracking, and updating property inventory and provide annual reports.
• Plan and coordinate work for new student hires, including training, providing lead work direction, and evaluating student assistants through the Student Assistant and Work-study programs.
• Track and review student timesheets for accuracy on internal spreadsheet and report the time to the Financial Aid Office as requested.
• Assist department faculty and Todd Madigan Gallery Director as needed with travel, reimbursement and other administrative related functions by monitoring and processing required travel forms and claims, matching receipts, Charge Requests, Travel Advances, and all related paperwork to achieve an accurate reimbursement to meet campus protocol.
• Assist with purchases, completing financial forms, and monitoring budget.
• Monitor and coordinate building usage and scheduling of non-Art events in Art spaces in 25Live.
• Provide administrative support for faculty led programs and department special events/guests (visiting artists, lecturers, etc.) by coordinating with university departments and guest speakers and coordinating budget.
• Budget Support Monitor, track, and reconcile multiple department budgets including Operating, Course Material Fees, and Todd Madigan Gallery.
• Assist with the planning and coordination of department budget, faculty led programming, and special events budget.
• Maintain accurate budget records by reconciling data each month.
• Submit financial department data to faculty, the Department Chair, Director, and Office of the Dean for review.
• Reconcile personal Pro-card statements and monitor the reconciliation process for seven additional users using the Common Financial System (CFS) and P2P. i. Ensure accurate monthly reconciliation of department expenditures through Data Warehouse/CFS.
• Maintain proficiency through on-going training required for the "as built” system.
• Academic Scheduling & Enrollment Management Support Troubleshoot and implement annual course offering by semester using PeopleSoft by reviewing, entering, and updating courses.
• Monitor student enrollment requests using PeopleSoft, provide enrollment data to the Department Chair, and adjust course offerings based on the data.
• Determine and track faculty workloads according to their assignments and provide status reports to the dean's office.
• Run a schedule audit of course offerings, identify and communicate issues in PeopleSoft to the Department Chair, and make recommended adjustments in Peoplesoft.
• Attend on-going training required for PeopleSoft, an "as built'' system, as needed for specific course offerings through various offices on campus.
• Student Files Management Create and maintain all files in Peoplesoft for Art majors and minors, updating each semester with transcripts and special forms.
• Forward files to appropriate faculty advisor when concentration outline updates are in order.
• Review all complete and in-progress concentration and single subject waiver outlines from faculty advisor for accuracy and forward to Evaluations.
• Complete student forms appropriately by following CSUB guidelines and provide student data as requested from internal departments.
• Communicate with students/classes as requested by the Chair and faculty, including notifications about class cancellations.
• Provide student data including enrollments, waitlists, major information, and faculty advisor assignment as requested by the Chair.

Benefits

• CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more!
• See our benefits website for additional information.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees