Administrative Coordinator - (Administrative Support Coordinator II, Range II) - AVP, Enrollment Management

CSU Careers•San Francisco, CA

3d•Onsite

About The Position

Under the general supervision of the Chief Enrollment Officer, the Administrative Support Coordinator II provides comprehensive administrative and operational support for departments within the Division of Enrollment Management. The incumbent independently coordinates administrative functions supporting day-to-day operations, including office administration, meetings and events, communications, purchasing, travel, personnel-related documentation and workflow coordination, onboarding coordination with Human Resources, records management, and special projects. The position serves as a central administrative resource for the division, coordinating workflows, monitoring deadlines, preparing and routing documentation, and maintaining records. The incumbent uses initiative, sound judgment, and organizational skills to prioritize work, resolve routine administrative issues, and ensure compliance with university policies and procedures. The role is assigned to on-campus operations in California; occasional telework may be possible. This is a one-year probationary position. The successful candidate must complete a background check and provide proof of U.S. citizenship or authorization to work in the United States within three business days of hire. The position may be considered a mandated reporter and may be designated under the CSU Conflict of Interest Code, potentially requiring conflict-of-interest filings.

Requirements

Knowledge of general office methods, procedures, and practices; English grammar, business writing, punctuation, and spelling; and basic business math, normally obtained through a high school program, technical/vocational program, or equivalent.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough mastery of English language, grammar, spelling, and punctuation.
Expertise using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently and identify deviations from applicable policies.
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and sometimes creative solutions.
Ability to perform transactional business math and standard arithmetic functions.
Ability to write and present information clearly and understandably.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to handle multiple priorities and organize and plan work and projects effectively.
Ability to train others on new skills and procedures.
Ability to establish and maintain cooperative working relationships with faculty, staff, students, and the public.
Successful completion of a background check.
Ability to provide proof of U.S. citizenship or authorization to work in the United States within three business days of hire.

Nice To Haves

Experience providing administrative and operational support in a college or university environment.
Experience coordinating personnel-related administrative documentation and workflows in collaboration with Human Resources.
Experience coordinating onboarding-related administrative activities and maintaining confidential personnel records.
Experience coordinating meetings, special events, travel, purchasing, and general office operations.
Experience using PeopleSoft, CHRS, CMS, or other enterprise administrative systems.
Demonstrated ability to coordinate multiple assignments simultaneously while meeting competing deadlines.
Experience preparing correspondence, reports, presentations, meeting materials, and other administrative documents.
Demonstrated ability to establish and maintain collaborative working relationships with faculty, staff, students, and external partners.
Strong organizational, communication, customer service, and problem-solving skills.
Experience supporting division-wide administrative operations and coordinating cross-functional administrative processes.

Responsibilities

Coordinate daily administrative operations for departments within the Enrollment Management Division.
Develop, organize, and maintain administrative procedures, filing systems, and operational workflows.
Monitor divisional deadlines and coordinate completion of administrative assignments.
Prepare correspondence, reports, presentations, meeting materials, and other administrative documents.
Maintain administrative files and records.
Coordinate office equipment, maintenance requests, technology requests, office moves, and supply inventories.
Research administrative issues and recommend improvements to office procedures and workflows.
Serve as a resource regarding established administrative procedures and campus processes.
Coordinate processing and routing of recruitment-related documentation in accordance with university procedures.
Prepare, review for completeness, and route personnel forms and supporting documentation to Human Resources.
Track personnel transactions and follow up with campus partners to facilitate timely processing.
Coordinate onboarding logistics for new employees, including scheduling, orientation, and distribution of onboarding materials.
Maintain confidential personnel-related administrative records.
Serve as the administrative liaison with Human Resources regarding personnel documentation routing and status.
Coordinate student employment administrative documentation and onboarding paperwork.
Support personnel-related processes in compliance with established university procedures.
Coordinate departmental meetings, interviews, training sessions, and special events.
Manage calendars, schedule appointments, reserve meeting space, and coordinate meeting logistics.
Prepare meeting agendas, presentation materials, minutes, and follow-up communications.
Coordinate catering, visitor arrangements, and event logistics.
Assist with division-wide communications and special projects.
Coordinate staffing schedules for divisional events and activities, as assigned.
Coordinate purchasing requests and office supply orders.
Prepare procurement documentation in accordance with university policies and procedures.
Coordinate travel requests, authorizations, reimbursements, and related documentation.
Monitor purchasing and travel requests through completion.
Coordinate technology requests and equipment purchases.
Liaise with Procurement, Accounts Payable, Information Technology Services, and other administrative support units regarding routine operational matters.
Perform other duties as assigned.