Administrative Support Coordinator

California State University, Long Beach • Long Beach, CA

7d • $4,047 - $5,896 • Onsite

About The Position

Under the direct supervision of Department Chair(s), the incumbent provides administrative support to department chair and faculty, assists in student inquiries, and serves as receptionist to academic departments.

Requirements

• Equivalent to four years of administrative support experience required
• Ability to communicate with an ethnically and culturally diverse campus community.
• Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures.
• Ability to contribute to a positive university experience for each and every student and assist in achieving the university's commitment to a "vision of excellence."
• Solid working knowledge of office methods, procedures, and practices.
• Ability to perform moderately complex clerical and administrative tasks with a high degree of accuracy, efficiency, and independent judgment.
• Proficient in Microsoft Windows, Word, email, spreadsheets, and database applications.
• Strong written and verbal communication skills.

Responsibilities

• Provide administrative support to the Department Chair(s) to ensure the day-to-day operations in departments run smoothly. Under Department Chair’s instructions, input class schedule information into the system for graduate and undergraduate programs, reserve rooms for classes, and make changes as necessary. Monitor faculty enrollment permit requests and issue permits to students if appropriate.
• Provide administrative support to meet faculty needs. Answer faculty inquiries in accordance with policies and procedures. Inform faculty any changes in policies and procedures. Duplicate and collate instructional materials for faculty. Assist faculty in the preparation and submission of work requests. Communicate timely with faculty the status of their work requests.
• Answer in-coming calls in a friendly and professional manner. Greet and welcome visitors including students. Arrange parking for off-campus visitors. Act as liaison between faculty and students. Provide answers or direct students to appropriate departments in minor and major issues. Explain university’s protocol and academic policies and procedures to students.
• Maintain and update student workers’ work schedules. Assist in hiring student workers. Obtain necessary hiring documents required by HR and Payroll offices. Monitor student workers’ work schedules and funding availability

Benefits

• Paid Time Off: Up to 24 vacation days per year (based on employee group and/or length of service), 14 paid holidays, and 12 sick days annually with unlimited accrual.
• Health Coverage: A variety of medical, dental, and vision plans.
• Retirement Plans: Participation in the CalPERS defined benefit plan, along with voluntary savings options such as 403(b), 401(k), and 457 plans.
• Educational Benefits: Tuition fee waiver programs for eligible employees; dependent eligibility varies by employee group and bargaining unit.
• Employee Assistance Program (EAP): Confidential counseling and support services for employees and their families.
• Wellness programs, professional development opportunities, and insurance options including life, disability, and pet insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed