Administrative Support Coordinator I, Extended Learning (2 positions) (2021-1737)

  • Cal State University (CSU) San Marcos
  • San Marcos, California
  • Sep 28, 2021
Full Time Administration and Management Clerical and Administrative Support

Job Description

The incumbent provides administrative support, in the development and delivery of assigned programs and responsible for the coordination with internal, campus and external work groups to provide quality student service and instructor program support. Areas of responsible include credit, special session credit, extension credit, contract credit, and third-party program registrations, logistics, reporting processes and data handling. Support is expected to provide quality communications and resolution of program issues. The position reports to the Associate Dean but will be led by an assigned Program Director and will work closely with other interacting departments across Extended Learning.

% of Time
1. Program Administrative Support 55%
2. Serve as participant/client/instructor liaison and resolve program-related issue 35 %
3. Provide marketing, procurement, logistics and accounting support 10%


1. Program Administrative Support
a. Maintains comprehensive records of standard office procedures, regularly examines and re-evaluates procedures to ensure compliance with the University policy and practices.
b. Coordinates classroom arrangements and prepares classrooms as needed for classes.
c. Coordinates registrations and prepares/provides enrollment reports.
d. Handles all registration/matriculation facilitate course registration.
e. Coordinates outreach activities to include orientations, information sessions, and other student and prospective student events.
f. Participate in EL/program outreach events (e.g., Open Houses, Grad Fairs).
g. Maintains data information systems - PeopleSoft, EL-proprietary registration software's, inquiry databases/CRM and the like.
h. Coordinate program Special Sessions instructional contracts, special consultant agreements, ATFs, and the like.
i. Provides students with general information and responds to current and prospective student inquiries and directs them to the appropriate resources.
j. Provides information, historical background and reasons for policies and procedures.
k. Serves as office resource for faculty and staff for communicating clerical processes and clerical staff responsibilities.
l. Responsible for office administrative materials/needs to include office supplies, functionality of equipment, etc.
m. Reviews program materials for conformance with policies, procedures, practices and deadlines.
n. Acts as liaison for Department/Program in responding to inquiries from outside agencies, other University Departments, and students.
o. Plans and coordinates meetings and events as needed.
p. Directly builds schedule in PeopleSoft and records changes as they occur.
q. Maintains master of class schedule.
r. Prepares forms and paperwork for required university and accreditation approval and routes and tracks as needed.
s. Prepares business documents to include letters, standard reports, various correspondence
t. Enters data into databases and maintains program-related files as needed.
u. Maintains and updates website.
v. Assists and supports Program Director and Program Faculty with accreditation activities, including site visits.
w. Assists in collection of data for assessment and accreditation through development, distribution and collection of surveys.
x. Coordinates new faculty activities including facility, access/account and equipment setup.
y. Supports faculty in tasks approved by the Chair/Program Director.
z. Assists and supports Program Director and Program Faculty with new program implantation and launch.
aa. Coordinates and manages class schedule, class build, and registration for online programs admitting every 8 weeks, 6 times within the academic year
bb. Other administrative support duties and special projects as assigned.

1. Serve as participant/client/instructor liaison and resolve program-related issues
a. Provide high level of customer service to assist in registration and billing of program(s) with student. Primary contact for researching, identifying and solving student-billing or registration issues related to program(s).
b. Troubleshoot and assist student with enrollment management issues such a leave of absences, program reentrance and a like.
c. Responds to constantly changing environment by evaluating, modifying and assisting in the development and implementation of new policies, procedures, and practices
d. Leads responsibility for maintaining all for programs and serves as a resource for University policy, practices and procedures relating to such personnel matters.
e. Prepare and disseminate confidential instructor contracts, documents and program reports and maintain relationships with instructors and faculty for all contractual and program material related matters.
f. Work with program college coordinators and faculty affairs to obtain faculty information and troubleshoot contract or payroll issues
g. In coordination with program director, develop and maintain productive working relationships with local businesses and groups that provide onsite programs in order to generate future interest in CSUSM courses.

2. Provide marketing, procurement, logistics and accounting support
a. Provide creative ideas to assist in developing marketing strategies; identify appropriate media to reach target markets; assist with the production and proofing of all marketing materials for related programs.
b. Independently monitor program costs/returns and report financials vs. budgets for director on a monthly basis.
c. Ensure that all financial transactions are handled in accordance with established policies and procedures.
d. Develop and summarize in-house data to generate various reports (i.e. participant demographics, individual and company usages) to track and analyze participant usages and marketing initiatives; assist in the development of marketing strategies or program changes.
e. Assist in the collection of participant fees, as well as, generate necessary deposits, purchase orders, check requests, vendor payments, paperwork/justifications, reconcile and maintain financial/information logs. Ensure that all financial transactions are handled in accordance with established policies and procedures.
f. Maintains all records of budgetary requests, revisions, and final approved documentation
g. Monitors costs and maintains expenditure projections within approved budget estimates on all funds/projects.


a. Student Assistants


1. List education and experience required.
a. Four years of responsible administrative support experience or equivalent combination of education and experience.
b. One-year budget coordination experience.

2. List knowledge, skills, and abilities required for this position.
a. Ability to demonstrate an awareness and appreciation of the cultural diversity of the University community and establish and maintain cooperative and effective relations with University employees, students and the public.
b. Demonstrated ability to handle effectively a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature.
c. Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
d. Thorough knowledge of English grammar, spelling and punctuation.
e. Demonstrated ability to draft and compose correspondence and standard reports.
f. Working knowledge of Microsoft Office Suite with expertise in Microsoft Word and Excel.
g. Thorough knowledge of office methods, procedures and practices with emphasis on technology-based systems and procedures.
h. Demonstrated ability to perform business math, analyze budgetary data and make accurate projections requiring some inference.
i. Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
j. Demonstrated ability to maintain and develop filing systems (alpha, numeric, etc.)
k. Experience in assisting with the development of marketing strategies
l. Strong customer service skills
m. Working knowledge of budget policies and procedures.
n. Experience reconciling budgets and resolving problems in budget expenditures.
o. Ability to run reports from a centralized accounting system and extrapolate and compare relevant data.
p. Demonstrated ability to use judgment and discretion to act when policies and procedures do not exist.
q. Working knowledge of clinical/internship/practicum placement site requirements (immunizations, HIPPA, NDA, etc.)
r. Demonstrated ability to plan, organize, coordinate, prioritize and perform multiple work assignments while consistently meeting deadlines
s. Demonstrated ability to coordinate and schedule meetings, conferences, seminars, events and travel arrangements.
t. Demonstrated ability to respond to routine inquiries and disseminate information.
u. Understanding of federal law and university policy relating to privacy of student records and ability to uphold confidentiality in all communication in the workplace is required
v. Demonstrated ability to develop and revise office administrative/secretarial policies and procedures.
w. Demonstrated ability to provide lead direction to student workers and staff
x. Demonstrated ability to research and compile information and prepare departmental reports
y. Demonstrated ability to establish and maintain a working relationship with others within and outside of the work group.

3. List machines, tools, equipment, and motor vehicles used in the performance of the duties.
a. PC computer, Windows operating systems, copy and fax machine, laser printer, LaserJet printer, scanner, multi-line telephone and calculator
b. Software - MS Office, Excel, Word, Internet, Outlook, PeopleSoft

4. Unique working conditions.
a. Must be able to work in a fast-paced environment

5. Other Employment Requirements
a. This position is subject to a background check including, but not limited to, employment verification, education verification, reference checks and criminal record checks. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
b. This position is required to complete the CSU's Discrimination Harassment Prevention Program for Supervisors and/or Leads.
c. Must participate in required campus trainings including, but not limited to, Information Security Awareness Training and CSU's Sexual Misconduct Prevention Program.

Closing Date/Time: Open until filled

Job Address

San Marcos, California 92096 United States View Map