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About the position
The Administrative Support Coordinator at California State University, Monterey Bay (CSUMB) plays a crucial role in ensuring the smooth operation of the College of Education. Under the general supervision of the Dean and daily direction from the Department Chair, this position is responsible for a wide range of clerical and administrative tasks that support the department's programs. The coordinator will assist in the preparation of course schedules, maintain databases related to courses and enrollments, and provide administrative support for faculty recruitment and personnel actions. This role is essential for the day-to-day operations of the department, ensuring that all administrative functions are executed efficiently and effectively. In addition to administrative support, the coordinator will manage budget-related tasks, including tracking and reconciling program expenditures, maintaining financial documentation, and providing budget status reports. The role also involves managing office services, such as handling campus work orders, travel requisitions, and purchase orders, while organizing and maintaining office infrastructure. The coordinator will be responsible for scheduling and coordinating meetings and events, preparing minutes, and following up on action items to align with departmental goals. The position also includes responsibilities related to accreditation, where the coordinator will support the Department Chair in maintaining records and files for programs and students. Furthermore, the coordinator will supervise student assistants, establishing clerical procedures and workflow priorities. This multifaceted role requires a comprehensive understanding of university policies and procedures, as well as the ability to handle sensitive information with discretion and professionalism.
Responsibilities
- Provide primary daily assistance to the Department Chair, program coordinators, and academic staff.
- Assist in the preparation of course schedules, calendars, course descriptions, and catalog copy.
- Maintain accurate and detailed databases related to courses, schedules, and enrollments.
- Provide administrative support for faculty recruitment and personnel actions.
- Support academic advising and prepare materials related to academic instruction.
- Coordinate planning for administrative needs and day-to-day operations of current and new programs.
- Work on special projects, reports, and other duties as required.
- Maintain, track, reconcile, and report program budget expenditures.
- Provide budget status reports as requested by the Department Chair.
- Maintain complex data related to financial reporting and documentation for department purchases.
- Review and confirm accuracy of invoices for payment approval.
- Handle campus work orders, travel requisitions, purchase orders, and other office needs.
- Organize and maintain office infrastructure, including supplies, services, and records.
- Prepare correspondence and handle complex telephone and email requests.
- Schedule and coordinate large meetings, activities, and events.
- Attend meetings, prepare minutes or summary notes, and follow up on action items.
- Provide administrative support for accreditation activities and maintain program records.
- Recruit, hire, and supervise student assistants.
Requirements
- Fully functional knowledge of and skill in standard office procedures and practices.
- Thorough knowledge of English grammar, spelling, and punctuation.
- Ability to clearly communicate orally and in writing.
- Knowledge of business mathematics beyond basic arithmetic.
- Ability to use and quickly learn new office support technology systems and software packages.
- Comprehensive knowledge of applicable university infrastructure, policies, and procedures.
Nice-to-haves
- Knowledge of data management methods and procedures.
- Ability to learn CSU Teacher Education regulations, procedures, and policies.
- Experience tracking and monitoring budgets, revenue, and expenditures.
- Working knowledge of the California Teacher Credentialing process.
- Technical fluency with Banner, Oracle/PeopleSoft, or equivalent student information systems.
- Experience with imaging software or Hyperion/Brio reporting.
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.
