Emergency Hire - Administrative Support Coordinator - Student Affairs Administration

Cal Poly•San Luis, CA

3d•Onsite

About The Position

Greet office visitors, responding to inquiries, and providing exceptional customer service to students, faculty, staff, and external guests. Manage incoming phone calls, emails, and correspondence; route inquiries appropriately and ensure timely, professional follow-up. Perform a variety of administrative support functions, including maintaining office records, updating rosters and databases, preparing reports, and ensuring information in university systems remains accurate and current. Assist with financial and purchasing activities, including reconciling procurement card transactions, processing purchases, tracking expenditures, and maintaining supporting documentation. Coordinate meeting logistics by scheduling appointments, preparing materials, arranging room reservations, and supporting virtual and in-person meetings. Provide administrative support for events and special projects, including planning logistics, coordinating communications, managing registrations, and assisting with post-event follow-up activities. Prepare, edit, and distribute correspondence, presentations, agendas, and other office documents while maintaining confidentiality and attention to detail. Support day-to-day office operations by monitoring supplies, organizing files, maintaining records, and assisting with additional administrative duties as assigned.

Requirements

High school diploma or its equivalent.
Type 45 wpm.
Four years of general office support experience.
Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience.

Responsibilities

Greet office visitors, responding to inquiries, and providing exceptional customer service to students, faculty, staff, and external guests.
Manage incoming phone calls, emails, and correspondence; route inquiries appropriately and ensure timely, professional follow-up.
Perform a variety of administrative support functions, including maintaining office records, updating rosters and databases, preparing reports, and ensuring information in university systems remains accurate and current.
Assist with financial and purchasing activities, including reconciling procurement card transactions, processing purchases, tracking expenditures, and maintaining supporting documentation.
Coordinate meeting logistics by scheduling appointments, preparing materials, arranging room reservations, and supporting virtual and in-person meetings.
Provide administrative support for events and special projects, including planning logistics, coordinating communications, managing registrations, and assisting with post-event follow-up activities.
Prepare, edit, and distribute correspondence, presentations, agendas, and other office documents while maintaining confidentiality and attention to detail.
Support day-to-day office operations by monitoring supplies, organizing files, maintaining records, and assisting with additional administrative duties as assigned.