Office Operations and Administrative Coordinator

California State University - Sacramento, CA

Full-time - Entry Level

Sacramento, CA

1,001-5,000 employees

Educational Services

About the position

The Office Operations and Administrative Coordinator will serve as a vital point of contact for department chairs, faculty, and staff within the Communication Studies, Philosophy, and Humanities and Religious Studies departments. This role is under the general supervision of the Associate Dean and involves providing comprehensive clerical and administrative support to the Department Chairs. The coordinator will manage calendars and schedules, ensuring that daily departmental operations run smoothly. Key responsibilities include coordinating communications and social media efforts, overseeing the hiring and personnel management of student employees, providing travel support, acting as a timekeeper, and handling general office purchasing. The incumbent will be responsible for the day-to-day management of the administrative office, serving as a general resource for faculty and staff, and ensuring that all administrative functions are executed efficiently and effectively. In addition to these core responsibilities, the Office Operations and Administrative Coordinator will be expected to maintain a welcoming and inclusive work environment, fostering positive relationships with diverse colleagues and constituents. The role requires a strong commitment to professionalism and respect within the workplace, as well as the ability to navigate various organizational structures within the university. The coordinator will also be tasked with creating and maintaining content for the department's website and social media platforms, ensuring that communications are clear and engaging. The ability to manage multiple priorities and projects, often with frequent interruptions, is essential for success in this position. The coordinator will also be responsible for performing standard business math, drafting professional correspondence, and maintaining confidential files and documents, all while utilizing standard office technology and software effectively.

Responsibilities

• Serve as the primary point of contact for department chairs, faculty, and staff in Communication Studies, Philosophy, and Humanities and Religious Studies.
• Provide clerical and administrative support to Department Chairs, including calendar and schedule management.
• Coordinate daily departmental administrative operations and communications.
• Manage social media content and department website updates.
• Oversee hiring and personnel coordination for student employees.
• Provide travel support and act as a timekeeper for the department.
• Handle general office purchasing and maintain office supplies.
• Create and maintain a welcoming and inclusive work environment.
• Interpret and apply university policies and procedures independently.
• Draft and compose professional correspondence and reports.

Requirements

• Fully functional knowledge of standard office procedures and practices.
• Ability to understand and operate in various organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Strong oral and written communication skills.
• Experience in clerical and administrative support functions for an academic or administrative office.
• Ability to maintain confidentiality and handle sensitive information.
• Experience with standard office technology systems and software, including Microsoft Office Suite.
• Ability to perform standard business math, such as calculating ratios and percentages.

Nice-to-haves

• Thorough knowledge of university infrastructure, policies, and procedures.
• Experience with university travel policy and processes.
• Familiarity with university systems such as CMS (Peoplesoft), Concur, Cognos, OnBase, Canvas, Zoom, and Teams.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• 401k retirement savings plan
• Paid holidays
• Flexible scheduling options
• Professional development opportunities
• Tuition reimbursement for further education
• Employee discount programs
• Life insurance coverage
• Mental health days
• Paid volunteer time
• Relocation assistance if applicable