Administrative Support Coordinator - Marine Science

$51,252 - $53,100/Yr

California State University - Sand City, CA

Part-time,Full-time - Entry Level

Sand City, CA

5,001-10,000 employees

Educational Services

About the position

The Administrative Support Coordinator for Marine Science at California State University, Monterey Bay is responsible for providing comprehensive administrative support to the Marine Science Department. This role involves managing day-to-day operations, assisting faculty and staff, coordinating events, and maintaining financial records. The coordinator will work closely with the Dean and Department Chairs to ensure smooth functioning of academic programs and support departmental goals.

Responsibilities

• Provide primary administrative support to the department Chair and manage office functions.
• Greet and screen visitors, handle inquiries, and respond to requests with tact and diplomacy.
• Assemble, copy, and distribute departmental information and documents in collaboration with the Chair.
• Maintain accurate records and files, both paper and electronic, and manage departmental supplies and equipment.
• Schedule and coordinate logistics for department meetings and events, including Capstone Festival and recruitment activities.
• Prepare materials for meetings and assist faculty with instructional-related needs.
• Keep abreast of academic and administrative policies and procedures, providing recommendations for improvements.
• Maintain financial transaction records, track budgets, and process financial forms accurately.
• Coordinate recruitment and administrative support for faculty and staff, ensuring compliance with CSU requirements.
• Assist in data analysis and reporting related to program goals and student success.
• Develop and maintain an annual calendar of department activities and deadlines, communicating effectively with faculty and staff.
• Enter course scheduling information and maintain schedule accuracy, representing the department at Scheduling Office meetings.

Requirements

• Fully functional knowledge of standard office procedures and practices.
• Thorough knowledge of English grammar, spelling, and punctuation with strong communication skills.
• Knowledge of business mathematics and ability to analyze budgetary data.
• Ability to use and quickly learn new office support technology systems and software packages.
• Experience in event planning, budget tracking, and financial reconciliations.

Nice-to-haves

• Bachelor's degree in a relevant field.
• Knowledge of California State University procedures related to travel and budget management.
• Prior experience with academic programs in the sciences.
• Strong organizational and project management skills.
• Proficiency in Microsoft Office Suite and Google Suite.

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.