Job No. 541741 Administrative Support Coordinator

CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2025. Any continuation beyond June 30, 2025 is contingent upon satisfactory performance and available funding.

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,864 - $4,300

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,864 - $6,072

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: The School of Natural Sciences, Mathematics, and Engineering (MSME) is committed to providing an outstanding educational experience consistent with the University’s vision to be the leading campus in the CSU system in terms of faculty and academic excellence and diversity, quality of the student experience, and community engagement. The NSME’s administrative support staff play a critical role in supporting the School’s and CSUB’s mission, vision, and value.

Under the general supervision of the Dean, School of Natural Sciences, Mathematics & Engineering (NSME), the Administrative Support Coordinator I (ASC I) in the Computer/Electrical Engineering and Computer Science (CEE/CS) department provides vital support to ensure the department runs smoothly. This role is the first point of contact for students, faculty, staff, and community members for the department, offering professional assistance. The ASC I supports the department administrative duties, maintaining confidential records, coordinating travel and events, and supporting departmental communications. The ASC I assists with budget planning and monitoring, payroll processes, inventory, and procurement. Additionally, the role involves supporting with the course schedule. This position ensures a well-organized and efficient environment within the department.

DUTIES & RESPONSIBILITIES:

Department Administrative Support

• Greet and assist students, faculty, staff, and community members.
• Provide comprehensive administrative support by answering phones and conveying messages, screening, distributing mail, taking and transcribing meeting minutes, coordinating travel arrangements and processing travel forms for department personnel, etc.
• Create, maintain, and complete forms, letters, procedures and reports, and review for completeness and accuracy.
• Maintain confidential office files digitally, including faculty, staff and student hiring information using university system resources like BOX and AdobeSign.
• Process departmental personnel transactions including faculty, staff and student hiring, separations, and timekeeping using university systems like PeopleSoft and AdobeSign.
• Schedule meetings using Microsoft Outlook and assist in other event arrangements using university systems like 25Live.
• Provide web site support for the department as needed. This includes posting updates as instructed by supervising faculty. Typical updates are new faculty, curricular changes, or enrollment statistics.
• Ensure a safe work environment by supporting university safety protocols.
• Monitor inventory and procure supplies, equipment, and materials as needed.
• Provide administrative support for accreditation process, including organizing and archiving documents.

Department Budget Support

• Assist with the coordination, tracking, and monitoring of budgets, including gifts, donations, and special initiatives.
• Monitor, project, and reconcile fiscal accounts.
• Coordinate and identify appropriate funding sources.
• Coordinate payroll processes for department faculty, staff, student assistant, and work study employment.
• Prepare billing requests and track purchases and revenue.
• Prepare budget report for the department.

Course Scheduling

• Enter course schedules and faculty workloads every semester in the PeopleSoft once the schedule is designed by the department leadership and passed for building into PeopleSoft.
• After the course schedule is built, audit for course meeting times, units, and locations every semester which includes:
  • Confirming the schedule details with individual instructors.
  • Identifying and correcting any errors accordingly.
  • Conducting audit every time a new schedule is built.
• Process graduation checks and student forms and verify student statuses.
• Assist faculty with classroom and materials requests.

REQUIRED QUALIFICATIONS -

EDUCATION & EXPERIENCE: High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) -

• Regular and reliable attendance is required.
• Ability to understand and operate in a variety of organizational structures.
• Ability to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university policies, and procedures.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

• Experience with social media, website maintenance.
• Prior experience with academic program accreditation.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS:

SEDENTARY WORK - involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

SPECIAL CONDITIONS -

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Advertised: Oct 04 2024 Pacific Daylight Time
Applications close: Oct 18 2024 Pacific Daylight Time

Closing Date/Time: 2024-10-18

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• California State University (CSU) Bakersfield

• (661) 654-2266

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