Administrative Support Coordinator II

California State University, Fullerton•Fullerton, CA

1d•Onsite

About The Position

The Academic Senate is the official representative legislative body of the university and speaks on behalf of the university community on matters within its purview. The purpose of the Senate is to recommend policy on curriculum, academic standards, criteria and standards for the selection, retention and tenure of faculty members and other matters that affect faculty and students. We seek an exceptional individual to join our team as the Administrative Support Coordinator II. 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 three 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.
Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
Ability to independently handle multiple work unit priorities and projects.
Ability to independently interpret and apply policies and procedures and use judgment and discretion to act when precedents 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 broad perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze 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 including highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.

Nice To Haves

Three years of experience working in an executive office and higher education setting.
Experience using Excel spreadsheets, collecting and analyzing data, and working with databases.
Comprehensive and detailed knowledge of university policies, system, and processes.
Two years of experience monitoring and tracking budget expenditures, budget accounts, and purchasing office supplies.
Demonstrated ability to use diplomacy, tact, and sound judgment to build effective working relationships with various stakeholders and handle sensitive or confidential matters; experience using negotiation and persuasion skills to resolve issues and advance work to completion.

Responsibilities

Serves as a central resource for the Academic Senate office, providing comprehensive clerical and administrative support to the Academic Senate Chair, Administrative Analyst/Specialist, and supervisor.
Independently manages day-to-day office operations, recommends procedural improvements, and assists with the interpretation and application of policies, drawing on detailed knowledge of Academic Senate policies.
Supports the full range of Academic Senate committees — Standing, General, Ad Hoc, and Search — including providing confidential assistance to committee chairs as needed.
Oversees Senate elections from start to finish, maintaining and updating constituency lists, collaborating with the election chair, and tracking term lengths and end dates for all Senate and committee members.
Maintains and monitors a voter eligibility database for campuswide elections on an ongoing basis.
Works closely with the Administrative Analyst/Specialist to monitor budget expenditures, maintain all accounts, and manage office purchasing through campuswide systems and established processes.
Coordinates several distinguished faculty recognition programs, including the Faculty Leadership in Collegial Governance Award, Carol Barnes Excellence in Teaching Award, Outstanding Professor Award, L. Donald Shields Excellence in Scholarship and Creativity Award, and Outstanding Lecturer Award, among others.
Coordinates publication of the Senate Forum in partnership with the Forum Editor.
Maintains and updates the Academic Senate website.
Supports office events.
Other duties may be assigned as needed.