Wellness Administrative Coordinator

Associated Students Inc., CSUF•Fullerton, CA

4d•$51,132 - $78,429•Onsite

About The Position

The Wellness Administrative Coordinator provides administrative, project coordination, data management, and operational support to the Assistant Executive Director of Wellness & Recreation and associated division leaders. The position supports scheduling, correspondence, travel, record-keeping, procurement, budget tracking and reconciliation, research, reporting, strategic planning, and coordination of cross-departmental initiatives. It also supports meetings, programs, events, and the ASI Student Wellness Initiative, including event logistics and follow-up. The role may supervise administrative student assistants and provides support to the Corporate Leadership Team as needed. The position is full-time and non-exempt (hourly). Work is primarily performed in an office setting with extended computer use, with occasional exposure to indoor and outdoor environments. Some evenings, weekends, off-campus activities, or after-hours events, meetings, or retreats may be required. Employment is contingent on a satisfactory employment history and criminal background investigation. Occasional driving may be required; a valid driver’s license and current automobile insurance must remain on file, and the employee must meet CSURMA driving standards. The employee must serve as a Mandatory Reporter and sign the ASI Mandatory Reporter Form. ASI will work with qualified individuals with disabilities to identify and implement reasonable accommodations for essential job functions.

Requirements

Bachelor’s degree in Business Administration, Public Administration, Communications, or a related field, or an equivalent combination of education and two years of experience in an administrative or project coordination role.
Experience with data analysis and reporting tools.
Understanding of general office procedures, record-keeping, travel arrangements, and expense tracking.
Familiarity with project coordination methods, task-tracking tools, and meeting-facilitation techniques.
Knowledge of data collection, analysis, and presentation tools, including Excel and PowerPoint.
Understanding of inventory control, asset tracking, and procurement processes.
Awareness of relevant safety regulations and organizational policies.
Excellent written and verbal communication skills and the ability to interact effectively with diverse stakeholders.
Strong organizational and time-management skills, including the ability to manage multiple priorities and deadlines.
Ability to identify and resolve issues proactively and independently.
Proficiency in Microsoft Office Suite or similar productivity software.
Ability to gather information from various sources, analyze data, and present findings clearly.
Ability to work in a fast-paced environment with shifting priorities.
Strong teamwork and interpersonal skills and the ability to build and maintain cross-departmental relationships.
Meticulous attention to detail, self-motivation, and initiative.
Experience contributing to strategic-planning processes or initiatives.
Skill in coordinating event and meeting logistics.
Knowledge of and commitment to promoting diversity, equity, and inclusion in the workplace.
Ability to meet the physical requirements of the role, including extended sitting or standing, walking and climbing stairs on campus, fine motor tasks, and lifting or carrying materials weighing up to 30 pounds.
May be required to drive occasionally; must maintain a valid driver’s license and current automobile insurance on file and meet CSURMA driving standards.
Must serve as a Mandatory Reporter and sign the ASI Mandatory Reporter Form.
Employment is contingent upon a satisfactory employment history and criminal background investigation.

Nice To Haves

Experience in a college or university campus environment is highly desirable.
Experience with asset-management or project-management software is a plus.

Responsibilities

Provide administrative and clerical support to the Assistant Executive Director of Wellness & Recreation, including correspondence, scheduling, meeting preparation, travel coordination, procurement requests, and budget tracking.
Answer and screen incoming calls and direct inquiries to the appropriate department or staff member.
Manage the Assistant Executive Director’s calendar, appointments, and scheduling needs, and assist with organizational and cross-departmental initiatives.
Provide administrative support as needed to the Director of the Student Recreation Center, Wellness Director, and Pantry and Centralized Basic Needs Hub.
Coordinate travel for designated division leaders as needed.
Maintain administrative records in accordance with organizational policies and record-retention requirements.
Coordinate the purchase and inventory of office and event supplies and assist with office equipment maintenance.
Submit and follow up on marketing, IT, and facilities work orders for the Assistant Executive Director.
Maintain a professional, customer-service-oriented, neat, and organized office environment.
Support planning, implementation, and action meetings for the ASI Student Wellness Initiative, including scheduling, agendas, meeting materials, and follow-up.
Prepare and process purchase orders, check requests, invoices, and other expenditure documentation.
Create, track, and maintain budget records; monitor expenditures and support documentation; and assist with budget reconciliation and reporting.
Support division directors with invoices, check requests, procurement, and related financial processes as needed.
Coordinate with staff to ensure purchases comply with organizational policies and procedures.
Coordinate projects and initiatives for the Assistant Executive Director, including meetings, task organization, action-item tracking, and timely follow-up.
Collaborate across departments to support project completion, group activities, and effective communication.
Support ASI Student Wellness Initiative projects through meeting coordination, project tracking, and follow-up on assigned action items.
Support division programs, special events, promotional activities, and other organizational initiatives, including procurement and logistics.
Conduct research and gather information to support programs, projects, and decision-making.
Compile, organize, and format information for presentations, reports, summaries, and recommendations.
Maintain accurate and confidential records, data, and supporting documentation.
Coordinate information and resources across departments in support of strategic planning and provide administrative support and follow-up for strategic priorities.
Serve as a liaison among staff and departments to promote communication, collaboration, and timely completion of shared initiatives.
Assist with planning and coordinating division meetings, programs, events, and functions; manage event logistics, vendors, supplies, scheduling, and follow-up documentation.
Provide administrative support to the Corporate Leadership Team as needed.
Follow safety procedures and attend required safety meetings and training; comply with organizational policies, procedures, and applicable regulations.
Support diversity, equity, and inclusion goals through professional conduct, service delivery, and workplace interactions.
Maintain confidentiality and exercise sound judgment when handling sensitive information.
Recruit, interview, hire, train, schedule, and supervise 1–2 administrative student assistants; assign and prioritize work, set expectations, monitor work quality, and conduct performance evaluations.
Exercise or effectively recommend supervisory actions, including hiring, termination, work assignments, discipline, promotion recommendations, grievance adjustment, and management of time-off requests and leaves.