Wellness Administrative Coordinator

Associated Students, CSUF•Fullerton, CA

About The Position

The Wellness Administrative Coordinator provides administrative, project coordination, and data management support to the Assistant Executive Director of Wellness & Recreation. The role supports scheduling, correspondence, travel, procurement, budget tracking and reconciliation, records management, research, strategic-planning activities, and event logistics. It also provides administrative support to other divisional leaders and programs, including the Student Recreation Center, Wellness, The Pantry and Centralized Basic Needs Hub, and the ASI Student Wellness Initiative. The coordinator collaborates across departments, maintains confidential records, supports organizational initiatives and events, and helps ensure compliance with policies and procedures. The position directly supervises one to two administrative student assistants, including hiring, training, scheduling, work assignment, performance monitoring, and evaluations. Work is primarily in an office setting with extended computer use, occasional exposure to indoor and outdoor environments, and interaction with a wide range of stakeholders. Off-campus or after-hours events, meetings, or retreats may be required. Some evenings and weekends are required for special events. The role may require occasional driving and lifting and carrying materials weighing up to 30 pounds. Employment is contingent on a satisfactory employment history and criminal background investigation. The employee must meet CSURMA driving standards and keep a valid driver’s license and current automobile insurance on file if driving is required, and must serve as a Mandatory Reporter.

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 methodologies, 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 systems, and procurement processes.
Awareness of relevant safety regulations and organizational policies.
Excellent written and verbal communication skills, including the ability to interact effectively with diverse stakeholders.
Strong organizational and time-management skills and 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 thrive in a fast-paced environment with shifting priorities.
Strong teamwork and interpersonal skills, including the ability to build relationships across departments.
Meticulous attention to detail, self-motivation, and initiative.
Knowledge of and commitment to promoting diversity, equity, and inclusion principles in the workplace.
Ability to perform the essential functions, with reasonable accommodations as applicable.
If required to drive, maintain a valid driver’s license and current automobile insurance on file and meet CSURMA driving standards.
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.
Experience contributing to strategic-planning processes or initiatives.
Skill in coordinating logistics for events and meetings.

Responsibilities

Provide administrative and clerical support to the Assistant Executive Director, including correspondence, scheduling, meeting preparation, travel, procurement requests, and budget tracking.
Answer and screen incoming calls, respond to inquiries, and direct people to appropriate departments or staff.
Manage the Assistant Executive Director’s calendar, appointments, and scheduling needs.
Provide administrative support to divisional leaders and coordinate travel for designated directors as needed.
Maintain administrative records in accordance with organizational policies and record-retention requirements.
Coordinate purchases and inventory of office and event supplies, assist with office-equipment maintenance, and submit and follow up on marketing, IT, and facilities work orders.
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 and maintain budget records, monitor expenditures, retain supporting documentation, and assist with budget reconciliation and reporting.
Support division directors with invoices, procurement, check requests, and other financial processes as needed; coordinate to ensure purchases comply with policies and procedures.
Coordinate projects and initiatives by scheduling meetings, organizing tasks, tracking action items, and ensuring timely follow-up.
Collaborate across departments to support project completion, group activities, and effective communication.
Support divisional programs, special events, promotional activities, and organizational initiatives, including procurement and logistics.
Conduct research and gather information to support programs, projects, and decision-making; compile 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; serve as a liaison and provide coordination and follow-up for strategic priorities.
Assist with planning and coordinating division meetings, programs, events, and functions; coordinate logistics, vendor communications, supplies, travel, and scheduling, and support event execution and follow-up.
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 and service delivery; maintain confidentiality and sound judgment with sensitive information.
Recruit, interview, hire, train, schedule, assign, and supervise one to two administrative student assistants; set expectations, monitor work quality, conduct evaluations, and handle or recommend personnel actions as authorized.