Administrative Support Coordinator

California State University, Sacramento•Sacramento, CA

2d•$4,047 - $5,896•Onsite

About The Position

Under the general supervision of the Department Chair, the Administrative Support Coordinator I will be responsible for coordinating clerical and administrative support functions, including general office support, and administrative support for students, faculty, staff, and community partners in Public Health. The range of work activities includes providing coordination and administrative support for: purchasing and budgets, class and facilities scheduling, development initiatives, lecturer hiring, faculty searches and ARTP review, as well as arranging appointments, gathering data, preparing reports, maintaining the department website and social media, and creating marketing materials. The Administrative Support Coordinator I provides lead work direction/supervision and training for Student Assistant(s). The position requires regular problem solving in consultation with the Department Chair and administrative staff. The incumbent performs the full scope of project activities, including initiation, execution, coordination, implementation, and evaluation across a range of tasks including basic to moderately complex work assignments while prioritizing assignments and balances work responsibilities in accordance with University Policies and Procedures. The incumbent is expected to work under pressure with frequent interruptions while prioritizing assignments to meet deadlines. They are expected to deal cordially and professionally with visitors to the office from a diverse population. The incumbent must maintain confidentiality of materials and information received within the office.

Requirements

Fully functional knowledge of and skill in standard office procedures and practices
Ability to understand and operate in a variety of organizational structures
Thorough knowledge of English grammar, spelling, and punctuation
Ability to clearly communicate orally and in writing
Ability to use and quickly learn new office support technology systems and software packages
Experience with providing customer service while working in a service-oriented organization or position
Experience preparing clear and concise communication
Thorough knowledge of office methods, procedures, and practices
Fluency in using standard office equipment and office software packages (e.g. Microsoft Office Suite), as well as Adobe Sign and Acrobat
Strong interpersonal skills to manage front line contacts with a variety of campus and community individuals and entities and collaborate on a team
Strong written and verbal communication skills, including knowledge of English grammar, spelling, and punctuation
Ability to identify customer-focused solutions and refer more complex problems to appropriate staff
Ability to learn, interpret independently, and apply a variety of complex policies and procedures
Ability to apply independent judgment, discretion, and initiative to address problems and/or deviations from policy and develop practical, thorough and, at times, creative solutions
Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data
Ability to develop proficiency in new and changing business computing applications
Demonstrated competence in effectively presenting standard information in writing
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions
Ability to work in a team structure, prioritize competing demands, and handle multi-tasking in a fast-paced environment
Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community

Nice To Haves

Experience working in an institution of higher learning
Knowledge of the University’s software systems: Common Management System (CMS), People Soft: Human Resources/ Student Administration (HR/SA) University Transportation and Parking System (UTAPS) parking process, SacVault; Cascade; SacSend email; Sac Vault; Add/Drop procedures; ASTRA Schedule (Space Management), AIM (Facilities); Canvas Learning Management System, and Web page editing software
General working knowledge of applicable university infrastructure, policies, and procedures
Ability to use one's own judgement to complete moderate to complex clerical and secretarial work assignments in support of an administrative or academic office or individual
Ability to complete projects of moderate scope and complexity, such as completion of smaller to medium scale projects or discrete components of larger projects

Responsibilities

Coordinating clerical and administrative support functions
Providing general office support
Providing administrative support for students, faculty, staff, and community partners in Public Health
Providing coordination and administrative support for purchasing and budgets
Providing coordination and administrative support for class and facilities scheduling
Providing coordination and administrative support for development initiatives
Providing coordination and administrative support for lecturer hiring
Providing coordination and administrative support for faculty searches and ARTP review
Arranging appointments
Gathering data
Preparing reports
Maintaining the department website and social media
Creating marketing materials
Providing lead work direction/supervision and training for Student Assistant(s)
Performing the full scope of project activities, including initiation, execution, coordination, implementation, and evaluation
Prioritizing assignments and balancing work responsibilities in accordance with University Policies and Procedures
Working under pressure with frequent interruptions while prioritizing assignments to meet deadlines
Dealing cordially and professionally with visitors to the office from a diverse population
Maintaining confidentiality of materials and information received within the office