Administrative Support Coordinator II, Extended Learning (2021-1738)

  • Cal State University (CSU) San Marcos
  • San Marcos, California
  • Sep 05, 2021
Full Time Administration and Management Clerical and Administrative Support

Job Description

In this capacity, incumbent provides direct support in the development and delivery of multi work unit course offerings and certificate programs for Extended Learning (EL). Incumbent will be a primary administrator responsible for all operational support duties related to the planning, coordination, implementation, and administration of program details offered by the unit/department(s) to which the person is accountable. Incumbent will also support budgetary and day-to-day fiscal operations of the programs. The incumbent may be assigned independent responsibility for a program component. This position reports to and assists the Program Director responsible for the following:

1. Provide complex program administration, operation, promotion and coordination. 45%
2. Provide procurement, logistics, accounting and marketing support. 35%
3. Serve as participant/client/instructor liaison and resolve program-related issues. 20%


1. Provide complex program administration, operation, promotion and coordination
a. Serve as primary administrator for subset of program(s) assigned to unit. Independently oversees and coordinate program workflow and establish priorities, deadlines, and operational procedures.
b. Independently compile course proposals; produce course schedules and general information section for publication relations and website.
c. Coordinates with appropriate personnel and administrative departments to provide program administration.
d. Use independent judgment to resolve issues with students, instructors, and facility operators to ensure that programs run smoothly.
e. Identify and interpret related university policies and procedures.
f. Serve as department representative to conduct and administer programs at all off-site locations where programs are being offered.
g. Assist program director with a variety of complex tasks related to program development, marketing and scheduling.
h. Collaborate to update and maintain departmental website.
i. Maintain/reconcile individual vendor budgets and financial reports for all vendors and partners
j. Responsible for registration system program set up and enrollment reports and CRM information
k. Maintain various agency portals for accuracy and consistency
l. Establish check-in and follow up process for these agency students.
m. Research, analyze, and evaluate a variety of information to address a broad range of operational, procedural, promotional and target market issues and make recommendation to meet program needs.
n. Identify and work with vendors as necessary to provide facilities, equipment, and classroom materials for program(s).
o. Ensure classroom assignment, supplies, set up, maintenance and breakdown for class sessions.
p. Maintain program department files, instructor records and student files ensuring confidentiality where appropriate.
q. Identify program and project needs; develop detailed plans to address needs; coordinate projects through initiation, execution, coordination, implementation and evaluation.
r. Generate Independent Contractor agreements, or any relevant hiring documents, for subject matter experts involved in the programs offered through EL; support drafting the statement of work, coordinate with HR and facilitate PDR submission for supplier setup.
s. Work closely with Procurement to facilitate purchase orders and service agreements, and work with directors/stakeholders on approvals of purchase requests.
t. Manage payments and purchases related to programs offered through EL, including direct pay processing, ProCard purchases and associated reconciliations.
u. Facilitate Information Technology Requests (ITRs), submit/track new ITRs and renewals, and notify EL program stakeholders of renewals when needed.
v. Organize and maintain all documents related to program operations in SharePoint, including but not limited to meeting notes, procurement files, agreements and MOUs.
w. Oversee the travel claim and travel authorization process for travel related to EL operations; oversee and process hospitality forms for events related to EL operations.
x. Prepare and disseminate a variety of reports related to unit.
y. Represent the director and department with constituents and others at appropriate meetings related to program(s).
z. Make independent decisions regarding all administrative aspects of the programs and day to day operations.
aa. Provides lead direction for student assistants, as needed.
bb. Provide other administrative support for the program and/or department director as required.

2. Provide procurement, logistics, accounting and marketing 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 courses.
b. Independently monitor program costs/returns and report financials vs. budgets for director on a monthly basis.
c. Maintain and manage shadow budgets to support EL financial reporting.
d. Track other fiscal sources including, but not limited to sponsorships, donations, grants, gifts, endowments and scholarships.
e. Initiate and facilitate financial transfer requests, inter-unit billing journals and tracking of all revenue and expenses related to program operations.
f. Ensure that all financial transactions are handled in accordance with established policies and procedures.
g. Develop and summarize complex 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.
h. Assist in collection of participant fees, as well as generate 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

3. Serve as participant/client/instructor liaison and resolve program-related issues
a. Independently identify, research, and provide resolution to various complex administrative, marketing and customer service issues related to the program(s).
b. Supports efforts in responding to inquiries from outside agencies, other University departments and students related to online/classroom and partner programs
c. Work with Student Services and Student Financial Services for tracking and accuracy of data
d. Responsible for verification of all student funding paperwork
e. Work with registration team to ensure accuracy of all registrations
f. Provide status and updates to various funding agencies as requested.
g. Interact with individuals at the highest levels within and outside the university on a variety of sensitive situations.
h. In coordination with program(s) director, develop and maintain productive working relationships with local businesses and groups that provide on-site programs in order to generate future interest in CSUSM courses.
i. Using independent judgment, draft correspondence including but not limited to proposed date and course confirmation letters as well as a variety of documents
j. Provide high level of customer service to assist in registration and billing of program(s) with student. Works with students in Financial Services to research, identify and solve student-billing or registration issues related to program(s).
k. Oversee the production of all instructor and participant materials including, but not limited to binders, folders, tent cards, class handouts (pre and post), and certificates
l. Compile course evaluation summaries; analyze data and make recommendations to program director for changes or improvements in course administration.
m. 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


a. Student Assistants, 10-20 hours/week

1. List certificates, licenses, or education required
a. Five years of responsible administrative support experience required; or equivalent combination of education and experience

a. Bachelor's degree

2. List additional knowledge, skills, and abilities required for this position and tell why it is required. Relate the requirement to the major responsibilities
a. Proven ability to work independently with minimal supervision and make effective independent decisions.
b. Demonstrated ability to take initiative and independently plan, organize, coordinate and perform work in various
situations where numerous and diverse demands are involved.
c. Advanced ability and experience using standard software packages Outlook, MS Office, Adobe and CRM systems.
Social Media experience including: Facebook, Instagram, LinkedIn. Experience with Higher Reach, PeopleSoft desirable.
d. Ability to exercise judgment and discretion to accomplish a broad range of administrative and customer service
e. Ability to handle multiple work unit projects, understanding complex problems from a broader perspective and
anticipate the impact of office administration problems and solutions on other areas.
f. Experienced in coordinating logistics for programs and/or special events.
g. Strong organizational and project management skills including development of courses of action.
h. Effective problem-solving skills; skill in identifying, researching, analyzing, and evaluating information to resolve
administrative problems
i. Ability to use negotiation and persuasion skills to achieve results, expedite projects and serve as liaison between
Extended Learning and external vendors and agents.
j. Ability to locate and assist instructors in completing contracts, syllabi and arrangements.
k. Must possess excellent written and verbal communication skills and the ability to write and proofread copy and
reports. Thorough knowledge of English grammar, spelling and punctuation is a must.
l. Ability to communicate accurately and effectively for marketing initiatives and promotional efforts to achieve results
and expedite projects.
m. Experienced in monitoring budgets and knowledge of budgeting policies and procedures.
n. Requires excellent interpersonal and customer service skills and ability to develop and maintain effective working
relationships with individuals who have different work styles.
o. Ability to lead, provide training and coordinate the work of others
p. Work on various work projects as needed.
q. 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

3. List machines, tools, equipment, and motor vehicles used in the performance of the duties
a. Personal Computer, Windows operating system, copy and fax machines, LaserJet printer, scanner, multi-line phone

4. Unique working conditions
a. Regular work schedule for this position is Monday through Friday 8am to 5pm; occasionally works outside regular
schedule with advanced notice.

b. This position may have participation at special events scheduled outside the regular work schedule on an
infrequent/occasional basis.

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