Administrative Support Coordinator

CSU Careers•San José, CA

1d•Onsite

About The Position

Reporting to the University Bursar and receiving direction from the Bursar's Office leadership team, the Administrative Support Coordinator provides administrative, operational, and fiscal support for the Bursar's Office. The incumbent coordinates administrative processes, supports personnel and procurement activities, maintains department records, assists with budget and purchasing transactions, and provides customer-focused service to department staff, campus partners, and external constituents. The position supports efficient office operations through coordination of daily administrative functions and adherence to university policies and procedures.

Requirements

Ability to communicate with constituents in a professional and respectful manner
General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
Expertise in using office software packages, technology and systems
Ability to interpret and apply policies and procedures independently, 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 broader 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 prepare clear written correspondence, reports, and routine administrative documentation
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
Completion of a high school program, technical/vocational program, or their equivalents
Two years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position

Nice To Haves

Bachelor’s degree in Business Administration, Accounting, Finance, Public Administration or a related field
Five years of progressively responsible administrative support experience in a complex office environment
Experience with PeopleSoft, Google Workspace; Microsoft Office; CSUBuy; Concur
Cal State University or higher education experience

Responsibilities

Coordinate and monitor daily administrative operations including processing mail and checks, ordering supplies, and managing facility and technology requests
Collaborate with Administrative team to develop, maintain and/or update administrative workflows and business processes
Coordinate office activities including meetings and special events
Monitor administrative deadlines and ensure timely completion of assignments
Coordinate employee recruitments, including scheduling interviews, communicating with candidates, preparing recruitment materials, and supporting hiring processes
Coordinate onboarding/offboarding activities for employees and student assistants, including facilitating access requests, equipment coordination, workspace preparation, and required documentation
Coordinate building access requests, office space assignments, and equipment tracking for department personnel
Serve as the primary coordinator for student assistant administrative matters and personnel documentation, including all phases of the recruitment process and time keeping
Process and track requisitions, monitor purchase orders, and coordinate payment of invoices
Manage department calendars, meetings, and scheduling activities