Study Abroad and Administrative Operations Coordinator (Administrative Support Coordinator II)

CSUF•Fullerton, CA

7h•$4,367 - $6,362•Onsite

About The Position

The College of Business and Economics is committed to leading business education through the guiding principles of program quality, balancing theory and practice, and expanding our outreach and visibility. We create positive change by leveraging the curiosity and entrepreneurial spirit of our students. We inspire our students and other partners to transform the workforce through innovative, impactful instruction and research. We seek an exceptional individual to join our team as the Study Abroad and Administrative Operations Coordinator (Administrative Support Coordinator II). The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity, and kindness. Under the supervision of the Associate Dean, Undergraduate Programs and Student Success, the Administrative Support Coordinator II will play a vital role in ensuring the efficient daily operations of the Dean’s Office. The position serves as the lead coordinator for the College of Business and Economics (CBE) for study abroad programs. There are currently seven study abroad programs within the college and their number will expand over the years. The Administrative Support Coordinator II is responsible for the overall support of the study abroad programs for the CBE college. Responsibilities include tracking study abroad programs requirements and milestones, liaison with program director/faculty, and ensuring their successful and timely completion. The Administrative Support Coordinator II works closely with international programs to ensure deadlines are respected and escalates any issues and delay to the Academic Resource Manager. The Administrative Support Coordinator II submits the required financial forms for approval based on the agreement set up. Works closely with Vendor Management specialist to complete requisitions, create vendors and process payments in compliance with Contract and Procurement policies. Ensures the tracking of students’ deposit, following up with students on their application, and reconciling payments. Works closely with Senior Budget Analyst in the reconciliation of costs versus fees collected and processes the students refund in a timely manner. Is the point of contact for any study abroad vendor related questions and faculty queries within the college. The coordinator assists any faculty concerns in coordinating the logistics of the Study abroad programs. Evaluates and provides recommendations for improvement on study abroad processes. The position also supports the CBE Academic Resource Manager in the faculty training provided on study abroad programs. In addition, this position supports the Dean, Associate Deans, and visitors by handling a variety of administrative, clerical, and event coordination tasks. This position supports the Associate Dean, Undergraduate Programs and Students Success on administrative tasks for the Executive In Residence mentoring program. The role will also provide direct support to the Assistant to the Dean. Provides comprehensive front desk coverage, serving as the first point of contact for the Dean’s Office. Oversees supply inventory, places orders, provides updates to the college directory and distribution lists. Support the Event Specialist and Assistant to the Dean with Commencement. Other duties as assigned.

Requirements

High School diploma or the equivalent and five years of progressively responsible experience in general office, clerical or secretarial work or the equivalent.
Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
Ability to independently handle multiple work unit priorities and projects.
Ability to independently interpret and apply policies and procedures 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 broad 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 effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels including highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.
CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.
Failure to complete the background check satisfactorily may affect the continued employment of a current CSU employee who was conditionally offered the position.
A valid California driver’s license.

Responsibilities

Tracking study abroad programs requirements and milestones
Liaison with program director/faculty
Ensuring successful and timely completion of programs
Working closely with international programs to ensure deadlines are respected
Escalating issues and delays to the Academic Resource Manager
Submitting required financial forms for approval
Working with Vendor Management specialist to complete requisitions, create vendors and process payments
Ensuring tracking of students’ deposit, following up with students on their application, and reconciling payments
Working with Senior Budget Analyst in the reconciliation of costs versus fees collected and processes the students refund in a timely manner
Serving as the point of contact for any study abroad vendor related questions and faculty queries within the college
Assisting faculty concerns in coordinating the logistics of the Study abroad programs
Evaluating and providing recommendations for improvement on study abroad processes
Supporting the CBE Academic Resource Manager in the faculty training provided on study abroad programs
Supporting the Dean, Associate Deans, and visitors by handling a variety of administrative, clerical, and event coordination tasks
Supporting the Associate Dean, Undergraduate Programs and Students Success on administrative tasks for the Executive In Residence mentoring program
Providing direct support to the Assistant to the Dean
Providing comprehensive front desk coverage, serving as the first point of contact for the Dean’s Office
Overseeing supply inventory, places orders, provides updates to the college directory and distribution lists
Supporting the Event Specialist and Assistant to the Dean with Commencement
Other duties as assigned