Administrative Support Coordinator

California State University, Long Beach; Long Beach (CA); On-site; USD 40,000 - 54,000; Full time

Benefits offered by this job

Paid Time Off

Health Coverage

Retirement Plans

Educational Benefits

Employee Assistance Program

Wellness programs

Job summary

California State University, Long Beach (CSULB) invites you to join a vibrant academic community on a 322-acre campus just miles from the ocean. The Administrative Support Coordinator I will assist the Department Chair and faculty, coordinate scheduling, and serve as the department receptionist, supporting operations and student inquiries.

This temporary, 1-year position requires strong organizational and communication skills, proficiency with MS Windows, Word, spreadsheets, and database

Qualifications

• Equivalent to four years of administrative support experience required.
• Proficient in Microsoft Windows, Word, spreadsheets, and database applications.
• Strong written and verbal communication skills; ability to interact with diverse stakeholders.

Responsibilities

• Provide administrative support to the Department Chair(s) to ensure smooth day-to-day operations.
• Input class schedule information into the system for graduate and undergraduate programs; reserve rooms; modify details as needed.
• Answer faculty inquiries in line with policies; prepare and submit work requests; communicate status to faculty.

Skills

MS Windows

MS Word

Email

Spreadsheets

Database applications

Communication skills

Customer service

Job description

Join the vibrant community at California State University, Long Beach (CSULB)!

Located just three miles from the Pacific Ocean, CSULB offers an inspiring workplace and an exceptional Southern California lifestyle. Our 322-acre campus- one of the largest in the CSU system- serves more than 42,000 students and is known for its commitment to student success, innovation, and impactful academic and research initiatives.

As a member of the CSULB community, you’ll experience a dynamic environment filled with cultural landmarks, collaborative energy, and opportunities to make a meaningful difference.

Work-life balance thrives here. Long Beach blends coastal relaxation with urban vibrancy, offering miles of beaches, year-round sunshine, a thriving arts and food scene, and convenient access to both Los Angeles and Orange County. It’s an ideal place to grow your career while enjoying everything Southern California has to offer.

Join the California State University (CSU) and explore career opportunities that advance student success and strengthen California’s future - offering competitive compensation, comprehensive benefits, and professional growth.

Job Summary

Under the direct supervision of Department Chair(s), the incumbent provides administrative support to department chair and faculty, assists in student inquiries, and serves as receptionist to academic departments.

Key Responsibilities

• Provide administrative support to the Department Chair(s) - Provide administrative support to the Department Chair(s) to ensure the day-to-day operations in departments run smoothly. Under Department Chair’s instructions, input class schedule information into the system for graduate and undergraduate programs, reserve rooms for classes, and make changes as necessary. Monitor faculty enrollment permit requests and issue permits to students if appropriate.
• Provide administrative support to faculty and lecturers - Provide administrative support to meet faculty needs. Answer faculty inquiries in accordance with policies and procedures. Inform faculty any changes in policies and procedures. Duplicate and collate instructional materials for faculty. Assist faculty in the preparation and submission of work requests. Communicate timely with faculty the status of their work requests.
• Serve as Receptionist - Answer in-coming calls in a friendly and professional manner. Greet and welcome visitors including students. Arrange parking for off-campus visitors. Act as liaison between faculty and students. Provide answers or direct students to appropriate departments in minor and major issues. Explain university’s protocol and academic policies and procedures to students.
• Direct or indirect supervision of graduate assistants and student assistants - Maintain and update student workers’ work schedules. Assist in hiring student workers. Obtain necessary hiring documents required by HR and Payroll offices. Monitor student workers’ work schedules and funding availability.

Department

Accountancy

Time Base

1.0 time-base, 40 hours per week.

Duration of Appointment

This is a temporary position for 1 year with no permanent status granted. Temporary assignments may expire prior to the ending date.

Classification

Administrative Support Coordinator I

Compensation

• Hiring Range: The hiring range for this position is $4,047 (Step 1) - $4,381 (Step 5) per month commensurate with candidate's education, experience, skills, and training.
• CSU Classification Salary Range: The CSU Classification Salary Range for this position is $4,047 (Step 1) - $5,896 (Step 20) per month.

Benefits

At California State University (CSU), we prioritize the health, growth, and success of our employees. Our benefits program reflects our commitment to your overall well-being.

To Be Eligible For Full Benefits, Employees Must Be Appointed At Least Half-time (.50 FTE) With An Appointment Lasting More Than Six Months And One Day. Benefits Eligibility And Offerings May Vary Based On Appointment Type, Classification, And Applicable Collective Bargaining Agreement. Eligible Employees May Have Access To a Comprehensive Benefits Package That Can Include:

• Paid Time Off: Up to 24 vacation days per year (based on employee group and/or length of service), 14 paid holidays, and 12 sick days annually with unlimited accrual.
• Health Coverage: A variety of medical, dental, and vision plans.
• Retirement Plans: Participation in the CalPERS defined benefit plan, along with voluntary savings options such as 403(b), 401(k), and 457 plans.
• Educational Benefits: Tuition fee waiver programs for eligible employees; dependent eligibility varies by employee group and bargaining unit.
• Employee Assistance Program (EAP): Confidential counseling and support services for employees and their families.
• Additional Benefits: Wellness programs, professional development opportunities, and insurance options including life, disability, and pet insurance.

Candidates are encouraged to review the appropriate CSU Employee Benefits Summary for details specific to their position. Additionally, the CSU Total Compensation Calculator is available to help prospective employees understand the full value of the CSU benefits package and how it complements base salary.

Knowledge, Skills, And Abilities

The ideal candidate establishes and maintains positive and professional working relationships with faculty, staff, students, and vendors while providing responsive and effective support. They possess a solid working knowledge of office methods, procedures, and practices and demonstrate the ability to perform moderately complex clerical and administrative tasks with a high degree of accuracy, efficiency, and independent judgment. Proficient in Microsoft Windows, Word, email, spreadsheets, and database applications, they effectively manage information and support departmental operations. The candidate also demonstrates strong written and verbal communication skills, enabling them to clearly convey information, collaborate with diverse stakeholders, and contribute to a productive and customer-focused work environment.

Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student and assist in achieving the university's commitment to a "vision of excellence".

Education And Experience

• Equivalent to four years of administrative support experience required

Physical Summary

Sedentary work - Involves mainly sitting. Walking and standing are minimal. Lifting is limited to lightweight objects (10 pounds or less).

Additional Information

CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSULB 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.

Due to the nature of this position, current CSULB employees are subject to a criminal record check unless they have successfully completed a criminal background check through CSULB within the past 12 months.

Equal Employment Statement

Consistent with California law and federal civil rights laws, CSULB provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, national origin, or other protected status. CSULB complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

California State University Long Beach expects respectful, professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior, treating others with civility and respect, and refusing to tolerate abusive conduct is expected of all employees.

Accommodations

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact [e-mail].

Out of State Employment Policy

California State University, Long Beach, 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.