Administrative Support Coordinator

California State University, Office of the Chancellor; Long Beach (CA); Hybrid; USD 52,404 - 76,344; Full time

Job summary

The California State University, Office of the Chancellor, is seeking an Administrative Support Coordinator II to provide high-level administrative support to the SEMSS Executive Office in Long Beach. You will manage complex calendars, plan meetings, and coordinate communications with internal and external stakeholders.

The role requires advance MS Office skills, confidentiality, and the ability to lead multiple projects while maintaining high standards of professionalism.

Qualifications

• High school diploma or equivalent with progressive administrative experience.
• Minimum of three years supporting senior leadership and complex operations.
• At least one year in event coordination or project management.
• Ability to manage multiple priorities and handle confidential information.
• Strong written and verbal communication and organizational skills.

Responsibilities

• Coordinate executive calendars and divisions meetings.
• Prepare briefing materials and post-meeting follow-up.
• Manage travel arrangements and reimbursements.
• Provide administrative support for special projects.

Skills

Organizational skills

Communication skills

Interpersonal skills

Microsoft Office

Concur

SharePoint

Problem-solving

Education

Degree from accredited college or university

Tools

Concur

SharePoint

Job description

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of

Salary

The anticipated salary hiring range is up to $54,516 per year, commensurate with qualifications and experience.

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Administrative Support Coordinator. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Work Arrangements

Flexibility to telecommute two days a week, with three days on-site at the main headquarters in Long Beach, California.

Premium Benefits

• Comprehensive Health, Dental, and Vision Benefits
• 15 paid holidays a year
• Tuition waiver education program (also applies to eligible family members)
• Membership in the California Public Employees Retirement System (PERS)

More details here: Comprehensive Benefits Package

Classification

Administrative Support Coordinator II

Compensation Notice

CSU Classification Salary Range: $52,404 - $76,344 per year (Step 1 - Step 20); Step placement will be determined based on relevant qualifications and professional experience. Step placement upon appointment is not expected to exceed Step 3 ($54,516 per year). Future increases, including step advancement, are subject to contract negotiations.

Position Information

The California State University, Office of the Chancellor, is seeking an Administrative Support Coordinator to provide advanced administrative and operational support to the Vice Chancellor and Strategic Enrollment Management and Student Success (SEMSS) Executive Office. The incumbent coordinates complex executive calendars, division-wide meetings, high-profile events, and executive office operations while serving as a central point of contact for internal and external stakeholders. The position independently plans, prioritizes, coordinates, and executes a broad range of administrative and operational projects and assignments. Exercising sound judgment, discretion, and a comprehensive knowledge of CSU policies, procedures, and executive office protocols, the incumbent ensures the efficient operation of the Executive Office and facilitates effective communication and coordination across the Chancellor’s Office.

Responsibilities

Under the general direction of the Manager of Executive Engagement and Strategic Operations, the Administrative Support Coordinator will perform duties as outlined below:

Executive & Administrative Coordination

• Manage complex calendars for the Vice Chancellor and Chief of Staff, including prioritizing requests, resolving conflicts, and aligning scheduling with divisional and systemwide priorities.
• Coordinate and monitor division email accounts and shared calendars; draft, edit, and respond to correspondence on behalf of the division.
• Serve as a primary point of contact for internal and external stakeholders, including campus leaders, systemwide partners, and external constituents.
• Maintain division email distribution lists and stakeholder contact databases (e.g., listservs, address lists), ensuring accuracy and timely updates.
• Provide administrative and clerical support to the Executive Office, coordinating activities with executive office managers and leadership staff.
• Evaluate existing administrative procedures and recommend operational improvements and recommend workflow enhancements.

Meeting & Project Coordination

• Coordinate all aspects of executive and division meetings (e.g., VPSA, SAC, SEMSS leadership), including agenda preparation, development of briefing materials, and post-meeting follow-up.
• Prepare, format, and distribute professional documents, reports, presentations, and meeting materials.
• Track action items and support implementation and follow-through on meeting outcomes.
• Independently manage multiple projects and assignments with competing priorities, ensuring timely completion and alignment with divisional goals.

Event & Engagement Coordination

• Plan, organize, and execute division meetings, interviews, visits, and events, ensuring coordination of all logistical arrangements.
• Manage event logistics including securing approvals, coordinating invitations and RSVPs, reserving event space, arranging catering, and coordinating vendors.
• Conduct site research and coordinate facility arrangements, including collaboration with Chancellor’s Office Conference Services for external events.
• Provide on-site and off-site event support to ensure successful execution of division engagements.
• Maintain detailed event records and assist with processing event-related expenses and materials.

Financial & Travel Coordination

• Coordinate and process travel arrangements for Vice Chancellor Executive Office staff, including travel requests, itineraries, conference registrations, and reimbursements.
• Prepare and process travel documentation (e.g., travel authorizations, expense reports, campus reimbursements) in accordance with CSU policies and procedures.
• Assist with reconciliation of travel and office expenses using Concur and support monthly Universal Card reconciliation.
• Support procurement processes, including inventory management, researching and purchasing supplies, and processing expenditures in compliance with CSU CO policies.
• Liaise with vendors to obtain receipts, resolve discrepancies, and ensure accurate financial documentation.
• Monitor VC’s expenditures and reconcile transactions to ensure compliance with CSU policies.

Operational Support & Office Coordination

• Maintain organized electronic and physical filing systems, records, and administrative processes in alignment with CSU policies and retention requirements.
• Coordinate administrative workflows and activities across the division and with other Chancellor’s Office units.
• Implement process improvements to enhance efficiency and effectiveness of office operations.
• Provide administrative support for special projects and divisional initiatives.

Other Duties as Assigned

• Perform other duties as assigned in support of division priorities, including general administrative support and special projects.
• Provide lead work direction, training, and oversight to student assistants in routine office functions.
• Collaborate with other Chancellor’s Office departments on cross-functional projects, events, and activities.

Qualifications

This position requires:

• High school diploma or equivalent combination of education and progressively responsible administrative experience, preferably in an executive-level environment.
• A minimum of three years of administrative executive experience supporting senior leadership managing complex administrative operations.
• One year experience in event coordination or project management.
• Experience coordinating multiple priorities, managing executive calendars, travel and handling confidential information.
• Comprehensive knowledge of office methods, procedures, and practices.
• Ability to independently interpret and apply policies and procedures and use judgment and discretion in complex situations.
• Ability to manage multiple priorities and projects with minimal supervision.
• Strong organizational skills and exceptional attention to detail.
• Advanced written and verbal communication skills, including drafting executive-level correspondence.
• Ability to handle sensitive and confidential information with a high degree of professionalism.
• Ability to anticipate needs, problem-solve, and implement practical and effective solutions.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and work independently in a fast-paced executive office.
• Strong interpersonal skills and ability to interact effectively with high-level administrators and external stakeholders.
• Proficiency in Microsoft Office Suite and administrative systems (e.g., Concur, SharePoint).

Preferred Qualifications

• A degree from an accredited college or university, preferred.
• Experience in higher education, public sector, or a large, complex organization, highly preferred.
• Working knowledge of CSU or higher education systems, policies, and procedures preferred.

Application Period

Priority consideration will be given to candidates who apply by August 10, 2026. Applications will be accepted until the job posting is removed.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at [phone].

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

Learn more about working at the California State University and the impact of our mission.