GSAC Office Coordinator

Cal Poly Humboldt University•Humboldt, SK

2d•Onsite

About The Position

At Cal Poly Humboldt, bold hearts and open minds shape the future. Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world. Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt. Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

Requirements

Equivalent to a bachelor’s degree in a related field. Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
Experience to be fully functional in all technical aspects
Ability to independently handle multiple priorities/projects
Working knowledge of budget policies and procedures
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
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 perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Knowledge of guest services and sales practices, principles, procedures, and techniques
Ability to interpret, apply, and explain policies, rules, and procedures
Demonstrated communication and interpersonal skills to deliver excellent guest relations, coordinate internal relations, and complete concise and clear reports
Ability to work independently and as part of a team, with a guest service-oriented approach
Flexibility to adapt to changing priorities and deadlines
Organizational and initiative skills to independently plan, organize, and prioritize work
Ability to guide and direct the work of others
Computer skills to appropriately use technology and relevant software packages as required
Ability to support evening and weekend events as operationally required

Nice To Haves

Working knowledge of university infrastructure, policies, and procedures, or demonstrated ability to quickly learn and apply complex institutional processes
3–5 years of progressively responsible administrative or office coordination experience in a complex organization
Demonstrated experience managing high-volume, deadline-driven workflows with minimal supervision
Proven ability to prioritize competing demands and maintain accuracy under time pressure
Experience with cash handling, reconciliation, and financial reporting
Experience with PeopleSoft and/or CSU enterprise systems
Experience with ticketing system software and box office operations
Experience working with and providing lead direction to college-age student employees
Experience developing, documenting, or improving administrative processes

Responsibilities

Independently coordinate functions for the Gutswurrak Student Activities Center (GSAC), Cal Poly Humboldt Presents (CPHP), and Conference & Event Services (CES) in accordance with established University policies and procedures.
Coordinate and process fiscal and purchasing transactions, including payment requests, invoice processing, reimbursements, ProCard reconciliations, requisitions, and purchase orders, in accordance with university policies.
Coordinate and monitor purchasing activities for events and programs, including vendor communication, order placement, tracking of goods and services, verification of deliveries, and resolution of discrepancies in accordance with university policies.
Prepare and submit hospitality forms and supporting documentation in compliance with CSU hospitality policies and applicable guidelines for event-related expenditures.
Develop, maintain, and ensure accuracy of fiscal and administrative recordkeeping systems to support event operations, budget tracking, purchasing activity, and departmental compliance.
Provide administrative support, including responding to phone, email, and in-person inquiries related to events, services, payments, and fees; redirect inquiries as appropriate.
Monitor inventory levels and coordinate ordering of office and event-related supplies.
Assist with the development, maintenance, and updating of departmental procedures, handbooks, office manuals, and student assistant job descriptions.
Maintain and update the GSAC website.
Coordinate and administer University Ticket Office and box office operations, including oversight of the campus ticketing platform and ticket sales, refunds, exchanges, and guest services for campus events including GSAC, Cal Poly Humboldt Presents, Athletics, and the Department of Dance, Music & Theatre.
Deliver a high level of customer service at all times, including timely and professional responses to patron inquiries regarding ticket needs, complaints, and service issues.
Collaborate with campus partners to schedule season and single-event ticket sales and ensure timely ticket availability based on established schedules.
Configure, maintain, and ensure accuracy of event, venue, pricing, and seating information within the ticketing system; identify, troubleshoot, and resolve discrepancies.
Perform and support night-of-event ticketing and box office operations as needed.
Process ticket and miscellaneous item sales through the campus ticketing system and/or CashNET.
Support day-of-event ticketing operations by ensuring appropriate staffing, equipment, funds, ticket stock, scanners, and will-call processes are in place.
Coordinate mass mailings and email communications related to ticket sales and event information through the ticketing system.
Generate and reconcile standard ticketing, sales, and financial reports; track attendance and sales data and provide information as requested.
Maintain accountability for cash handling operations, including oversight of cash drawers and security of the safe, reconciliation of daily sales, preparation of deposits, and coordination with Financial Services in accordance with internal control procedures.
Coordinate and ensure timely transport of deposits and related documentation to Financial Services.
Maintain databases, track data, and identify discrepancies for review and resolution.
Provide lead work direction, including assigning and prioritizing tasks, coordinating scheduling, timekeeping, and training, and ensuring completion of work for student assistants and intermittent hourly staff supporting ticketing and administrative operations.
Schedule student assistants and intermittent hourly staff to support box office, guest services, and event operations; adjust schedules to accommodate absences and coverage needs.
Coordinate timekeeping and payroll processes for student assistants and intermittent hourly staff, including data entry and preparation of payroll-related forms, in accordance with established procedures and timelines.
Develop and deliver training for student assistants and intermittent staff on customer service standards, ticketing systems, box office procedures, and cash handling requirements.
Monitor adherence to established procedures and escalate issues as appropriate.
Coordinate Board and committee meeting logistics, including scheduling, materials preparation, and communication.
Compile, organize, and distribute Board and committee meeting materials and packets.
Transcribe and distribute Board meeting minutes using established formats and timelines.
Maintain official Board records in compliance with record retention requirements and applicable open meeting laws, including agendas, minutes, rosters, bylaws, policies, conflict-of-interest disclosures, and orientation acknowledgments.
Post approved Board agendas and minutes publicly as required by applicable open-meeting laws and University guidelines.
Other Duties As Assigned.