Administrative Support Coordinator (Administrative Support Coordinator II), School of Computer Science and Engineering,
About The Position
The Administrative Support Coordinator (ASC) coordinates clerical and administrative support functions for the School of Computer Science and Engineering, supporting students, faculty, stakeholders, and the community. Under general direction, the ASC works closely with the School Director on budgeting, class scheduling, and program admissions, and provides lead work direction, training, and guidance to administrative support staff. The position independently coordinates the office’s daily operations, provides customer service, maintains office and faculty records, supports course scheduling and faculty appointments, assists with recruitment and travel processes, and monitors budgets and expenditures. The role also handles procurement and facilities requests, prepares reports and documentation, serves as timekeeper, and performs other classification-related duties as assigned. This is a full-time, non-exempt, probationary position. The academic-year schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; the summer schedule is Monday through Thursday, 7:00 a.m. to 5:30 p.m. Some evening and weekend work is required. Employees must reside in California. A satisfactory background check is required, and the position is a mandated reporter role.
Requirements
- High school diploma or equivalent and five years of progressively responsible experience in general office clerical or secretarial work, or equivalent.
- Comprehensive and detailed knowledge of university infrastructure, policies, and procedures.
- Thorough mastery of English grammar, punctuation, and spelling.
- Expertise using office software packages, technology, and systems.
- Ability to interpret and apply policies and procedures independently and exercise judgment and discretion when no precedents exist.
- Ability to troubleshoot most office administration problems and respond to inquiries and requests related to the work area.
- Ability to understand problems from a broader perspective and anticipate the effects of administrative 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 budget data, and make accurate projections requiring some inference.
- Ability to write and present reports effectively.
- Ability to handle interpersonal interactions at all levels, including highly sensitive situations.
- Ability to use negotiation and persuasion to achieve results and expedite projects.
Nice To Haves
- Knowledge of PeopleSoft or a similar enterprise-wide application.
- Experience in higher education and administrative support.
Responsibilities
- Coordinate and maintain the School of Computer Science and Engineering office’s daily operations, ensuring workflow and timely completion of University, College, and department deadlines.
- Provide customer service and explain departmental and University policies, procedures, and practices to students, faculty, and campus departments and colleges.
- Respond professionally to phone calls and walk-in inquiries, troubleshoot administrative problems, and provide students with procedural information about matters such as grade changes, overloads, and adding or dropping classes.
- Schedule and coordinate complex meetings and events for the Director; prepare routine correspondence; attend meetings and record minutes.
- Maintain office inventory and procure educational materials, supplies, and equipment; prepare disbursement documentation and submit duplication and printing requests.
- Liaise with suppliers, vendors, and campus departments to coordinate purchases; process forms and obtain required signatures.
- Initiate work orders and coordinate repair and maintenance requests, including lock changes and HVAC issues.
- Maintain faculty office, office-hour, and class-schedule records; assist with course schedules; update course offerings in PeopleSoft; monitor lecturer teaching appointments; generate contracts; and coordinate office space and keys.
- Monitor faculty workload and enter additional assignments in PeopleSoft for campus and Chancellor’s Office reporting.
- Assist with tenure-track and lecturer recruitments, collect and review hiring documentation, and ensure records are filed in accordance with University policies.
- Prepare appointment letters for faculty, teaching associates, and instructional student assistants through the Common Human Resources System (CHRS).
- Assist faculty with Concur travel requests and expense reports, including individual and group travel.
- Serve as timekeeper and enter faculty absences.
- Monitor and analyze department budgets and accounts, including general, trust, auxiliary, and philanthropic funds.
- Submit expense-transfer requests and budget adjustments in accordance with established guidelines.
- Reconcile procurement-card transactions monthly and maintain supporting documentation.
- Create reports and recommend budget allocations to the Director using historical data and analysis.
- Compile and submit account budget, projection, and balance reports requested by the College of Natural Science Administrative Analyst/Specialist; process reimbursement requests and account-establishment agreements.
- Monitor faculty professional-development allocations and expenditures.
- Provide lead work direction and training to the department Administrative Support Coordinator and student assistants.
- Perform other classification-related duties as assigned.
Benefits
- Medical, dental, and vision plans.
- Membership in the California Public Employees Retirement System (CalPERS).
- Sick and vacation time.
- 15 paid holidays per year.
- Eligible employees may participate in the fee waiver education program.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
