Administrative Support Coordinator II

Stanislaus State•Turlock, CA

23h•Hybrid

About The Position

This is a full-time position available on or after November 9, 2026, for a Master's in Social Work program. The incumbent is responsible for coordinating the clerical and administrative support functions of the department, ensuring the effective daily operation of the department office. The position performs advanced administrative support functions, plans and coordinates complex projects, analyzes operational and procedural issues, tracks and projects budgetary data, prepares comprehensive reports, and independently interprets and applies policies and procedures. The incumbent exercises a high level of judgment and discretion in supporting the effective administration of the unit, including support to students, faculty, and staff.

Requirements

Completions of a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Experience to be fully functional in all technical aspects of work assignments.
Thorough mastery of English grammar, punctuation, and spelling.
Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
Ability to independently handle multiple work unit priorities and projects.
Ability to interpret and apply a wide variety of policies and procedures independently, and use judgment and discretion to act when precedents or specific guidelines 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 broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or 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 and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Must possess a valid California driver’s license.
Must be able to work two (2) to three (3) Saturdays every month at the Stockton campus.
Must be able to travel.

Nice To Haves

Two (2) years of office coordination experience.
Bachelor’s degree in Business Administration, Counseling or Sociology or related field.
Prior experience in a CSU or higher education setting.
MS Office (Teams, Outlook), Share Point, or One Drive program experience.
25live, PeopleSoft, or Data Warehouse program experience.
Pcard, CSU Buy, or Concur program experience.
Prior experience with scheduling or event coordination.
Prior experience with Canvas or instructional technology support.
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough knowledge of office systems and expertise in using office software packages, technology and systems.
May function as the office information technology specialist.
Ability to analyze operations and procedural problems and develop, recommend, and evaluate proposed solutions.
Working knowledge of budget policies and procedures.

Responsibilities

Coordinate clerical and administrative support operations for the department.
Maintain office procedures, records, files, databases, and workflow processes.
Coordinate department meetings, orientations, recruitment activities, special projects, and events.
Prepare agendas, record meeting minutes, and maintain departmental records and shared electronic resources.
Maintain confidential department files, records, and information systems in hard copy and electronic formats.
Coordinate maintenance, storage, and disposition of departmental records in accordance with university requirements.
Audit and update department website content and electronic resources.
Maintain inventory and property control records for department supplies, equipment, and assets.
Coordinate operational support activities for hybrid program operations, including the Stockton instructional site and occasional Saturday operations.
Utilize and maintain department software systems, databases, and digital platforms.
Coordinate administrative workflow activities with faculty, staff, and student assistants.
Track and distribute course permission numbers.
Serve as the primary administrative contact for the department.
Respond to inquiries regarding department operations, admissions procedures, registration processes, and department services.
Coordinate activities with campus departments and program partners.
Coordinate administrative projects and operational activities in support of departmental objectives.
Work with department leadership to coordinate administrative support related to student, faculty, and operational matters.
Support faculty with grant-related administrative documentation and processes.
Coordinate faculty recruitment activities and maintain applicant records in accordance with university procedures.
Coordinate administrative support activities associated with admissions review processes and maintain application and scoring records.
Prepare and distribute admissions communications and maintain applicant response records and waitlists.
Coordinate administrative support activities related to orientation, registration, scholarship programs, graduation, hooding ceremonies, and other department events.
Maintain digital admissions and department systems and provide procedural support regarding their use.
Represent the department in meetings and communications related to administrative operations.
Track departmental budget and expenditure activity and maintain related records.
Review financial documentation and reconcile expenditure records.
Serve as Concur delegate for faculty and department leadership.
Compile and maintain enrollment, admissions, curriculum, workload, and operational data.
Track course enrollment activity and maintain related records.
Compile and prepare documentation for accreditation reviews, annual reports, audits, and other reporting requirements.
Maintain student, admissions, graduation, and departmental records and databases.
Review and process Graduate School Admission Worksheets and related administrative documentation.
Prepare graduation clearance, revalidation, correspondence, reports, and related departmental records.
May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
At the direction of appropriate administrator, may provide support to other areas as needed.