Administrative Support Coordinator I

California State University, Bakersfield•Bakersfield, CA

1d•Onsite

About The Position

The Administrative Support Coordinator I provides clerical and administrative support for the Management and Marketing Department at California State University, Bakersfield. Under the general supervision of the Dean of the College of Business and Public Administration and with daily lead direction from the Department Chair for Management and Marketing, the role supports faculty and staff, academic and department operations, and routine budget activities. The Coordinator is the department’s first point of contact, responding to routine inquiries, providing information, and referring matters that require specialized or higher-level assistance. The position coordinates academic and department administration, including scheduling, course and faculty hiring information, student forms, faculty travel, department events, correspondence, records, inventories, and work orders. It also supports department budget administration through expense tracking, reconciliations, reimbursements, and timely submission of required materials. The role is full-time, on-site, and may require overtime, occasional holiday work, adjusted hours, and emergency call-backs. Occasional off-site travel for professional development may also be required.

Requirements

High school diploma or GED.
Four years of recent administrative support experience, obtained within the past seven years.
Regular and reliable attendance.
Experience sufficient to be fully functional in the technical aspects of assigned work.
Thorough, detailed knowledge of applicable university policies and procedures.
Thorough knowledge of office systems and ability to use a broad range of technology, systems, and software packages.
Ability to independently manage multiple work-unit priorities and projects.
Ability to independently interpret and apply a wide variety of policies and procedures, including where specific guidelines may not exist.
Working knowledge of budget principles, policies, and procedures.
Ability to perform standard business mathematics, calculate ratios and percentages, track financial data, and make simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to handle a broad range of interpersonal contacts, including higher-level and sensitive interactions.
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy in sensitive interpersonal situations, and respond appropriately to conflicts and problems involving diverse personalities.
Ability to foster communication and teamwork, maintain a positive and productive work atmosphere, and establish effective relationships with diverse populations and cultural backgrounds.
Excellent communication skills and ability to communicate information clearly and understandably.
Thorough knowledge of English grammar, spelling, and punctuation.
Ability to maintain a high degree of confidentiality.
Excellent organizational and time-management skills, including setting priorities across multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and competence with word processing, spreadsheets, databases, online systems, the Internet, online calendaring, and email.
Working knowledge of or ability to quickly learn university infrastructure.
Willingness to travel and attend occasional off-site training programs for professional development.
Ability to work overtime, occasional holidays, and adjusted hours to meet special job needs; may be called back periodically for emergency work.
Satisfactory completion of a background check, including a criminal records check, is required for employment.
Must be legally authorized to work in the United States and provide employment-eligibility documentation.

Nice To Haves

Experience with PeopleSoft.
Experience with desktop publishing.
Prior budget experience.
Demonstrated skills in an institutional or educational environment and a customer-oriented, service-centered attitude.

Responsibilities

Respond to routine administrative questions from students and faculty, provide standard information, resolve matters using established policies and procedures, and refer specialized matters appropriately.
Create a faculty and lecturer office-hours spreadsheet each semester.
Support assurance-of-learning and assessment activities by scheduling meetings, distributing materials, arranging refreshments, and handling related logistics.
Enter, monitor, and update department course information in PeopleSoft and track enrollments each semester.
Schedule appointments and meetings for department chairs and program directors, coordinating calendars and logistics.
Complete faculty hire information in TAE each semester and verify supporting documentation for faculty hiring paperwork.
Assist students in locating and completing standard academic forms, including Add/Drop Requests, petitions, incomplete-grade requests, and change-of-grade forms.
Upload faculty syllabi to the appropriate repository and confirm required submissions.
Assist with updating the full- and part-time faculty orientation and training binder.
Coordinate administrative logistics for new faculty hiring, including advertisements, placement services, CHRS applicant records, campus-visit itineraries and communications, travel, and reimbursements.
Plan and coordinate administrative logistics for annual department events open to the campus and Bakersfield community.
Assist with preparing standard department reports and submit photocopying or printing requests for course materials as needed.
Serve as the department’s first point of contact; screen visitors and inquiries, provide routine information, and make appropriate referrals.
Organize and distribute incoming mail and email, route telephone calls, and prepare or respond to routine correspondence professionally and promptly.
Maintain inventories of department computing devices, printers, and office supplies; track device locations and initiate supply orders.
Schedule meetings and events using 25Live and maintain related scheduling information.
Coordinate department website updates with the Internship, Employer Engagement & Student Professional Development Coordinator and provide website and social media content updates to the Dean’s Office or assigned contact.
Complete faculty travel documents, support Concur Travel Card reconciliation, and complete business meal, hospitality, and guest parking authorizations.
Process Print Shop/Reprographics orders, ITS work orders, and Facilities work orders.
Record and transcribe accurate, timely meeting minutes for department meetings and assigned BPA committees as requested.
Track department fund budgets and supplies and services expenses, maintain budget spreadsheets, and perform regular reconciliations.
Complete Direct Pay reimbursement forms and submit them for approval.
Track and update faculty professional development and travel funds provided by the Dean’s Office.
Reconcile the monthly procurement credit card (ProCard) in the common financial system (CFS).
Monitor budget deadlines and submit required materials on time.
Attend occasional off-site professional development training and work overtime, occasional holidays, adjusted hours, or emergency call-backs as needed.