Administrative Support Coordinator - Department of Humanities & Communications

About the position

The position provides essential support to the department by serving as the first point of contact for students, faculty, staff, administrators, and the public. The role involves handling multiple requests, including inquiries about information, travel, technology issues, and work and supply orders. Additionally, the position requires tracking, reconciling, and reporting on the department's budget revenue and expenditures from various funding sources. This includes collaborating with department personnel to research, analyze, and prepare draft budgets for events, as well as processing purchase requisitions and reimbursements. The role also involves facilitating the planning and scheduling of department meetings and events, preparing promotional materials, and maintaining departmental records and archives.

Responsibilities

• Provides support to the department by being the first point of contact for students, faculty, staff, administrators, and the public.
• Handles multiple requests from these constituencies, including requests for information, travel, technology issues, and work and supply orders.
• Tracks, reconciles, and reports department budget revenue and expenditures from various funding sources in a timely manner.
• Collaborates with department personnel to research, analyze, and prepare draft budgets for department events.
• Prepares and processes purchase requisitions, reimbursements, and other budget transactions as necessary.
• Verifies accuracy of invoices for payment processing and provides budget status reports as requested by the Chair.
• Facilitates the planning and scheduling of department meetings, public events, guest speakers, and capstone ceremonies.
• Selects and requests appropriate event venues and coordinates agendas, minutes, and contractual agreements for meetings and events.
• Assists with the preparation and design of promotional materials such as posters, brochures, and fliers.
• Functions as a liaison among the department, Dean's Office, and other units on campus to promote events and performances.
• Prepares and submits post-event reports as needed.
• Files, reroutes, and categorizes mail for response and drafts responses to moderately complex inquiries.
• Prepares and submits Schedule Maintenance Forms and enters scheduling data into CMS.
• Collects and files electronic syllabi and faculty office hours, maintains catalog and website program information.

Requirements

• Thorough knowledge of correct English, including grammar, spelling, punctuation, and editing.
• Detailed knowledge of university infrastructure, policies, and procedures.
• Working knowledge of budget policies and procedures.
• Experience to be fully functional in all technical aspects of work assignments.
• Ability to quickly acquire a thorough knowledge of applicable university infrastructure, policies, and procedures.
• Ability to make sound independent decisions and recommendations based on current policies and procedures.
• Ability to independently handle multiple work unit priorities and projects under strict deadlines.
• Ability to perform standard business math, such as calculating ratios and percentages.
• Ability to draft and compose correspondence and standard reports.
• Exceptional ability to communicate verbally and in writing in a professional manner.

Nice-to-haves

• Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent information system.
• Experience working with diverse populations and in an academic setting.
• Bilingual/bi-literate in a second language, preferably Spanish.

Benefits

• Outstanding vacation, health, dental, and vision plans.
• Membership in the California Public Employees Retirement System (CalPERS).
• 15 paid holidays a year.
• Access to affordable campus housing based on availability.