Administrative Support Coordinator - College of Business

California State University; Oceanside (CA); On-site; USD 49,000 - 56,000; Full time

Benefits offered by this job

Housing near campus

CalPERS retirement

15 holidays

Job summary

California State University, Monterey Bay seeks an Administrative Support Coordinator for the College of Business to provide comprehensive office support, calendar management, travel arrangements, and budget processing. The role requires meticulous record-keeping and proactive, professional customer service.

You will coordinate events, assist with AACSB accreditation documents, and help ensure smooth operations of the Dean's Office, supporting a dynamic, diverse campus community.

Qualifications

• Knowledge of standard office procedures and English grammar, spelling, and punctuation.
• Strong organizational, multitasking, and communication skills.
• Experience with calendar management, travel arrangements, and budgeting preferred.

Responsibilities

• Establishes and maintains office operations for the Dean and College of Business, managing calendar, correspondence, travel, and expenses.
• Maintains complex records for University Corporation and state-side operations, ensuring accuracy and accessibility.
• Plans and coordinates Dean’s Office events, meetings, and campus showcases, including logistics, budgets, and invoicing.
• Supports reporting and accreditation efforts, including data collection and documentation for AACSB and college needs.

Job description

Administrative Support Coordinator - College of Business

Apply now Job no: 563983
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Anticipated Hiring Salary Range: $4,367 - $5,016* mo.
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: November 29, 2026
Recruitment Status: Open Until Filled

California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement , CSUMB is part of the nation’s largest four-year public university system, California State University , which educates nearly 460,000 students every year.

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030.

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 22 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

Purpose

Under the general supervision of the Dean, College of Business, and lead direction from the Senior Administrative Analyst – College of Business, the Administrative Support Coordinator is responsible for providing office support to maintain the administrative objectives of the Dean.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following

Office Support: Establishes and maintains strategic office management for the Dean and College by prioritizing and responding to daily routine communications. Serves as the first point of contact for the Dean’s Office, ensuring requests from faculty, students, and community partners are routed to the appropriate person or office for timely follow-up. Holds primary responsibility for maintaining the Dean’s calendar, scheduling appointments and meetings, and preparing and distributing agendas and related materials. Assists in maintaining the Dean’s Office budget, including purchasing, processing invoices, maintaining office supplies, and keeping College of Business promotional supplies stocked and up to date. Coordinates travel arrangements and prepares and processes travel authorizations and reimbursement claims. Sorts and processes mail, identifies priority items for the Dean’s or Analyst’s review, and routes other materials to the appropriate areas.

Records and Document Management: Establishes and maintains a complex system of physical and electronic materials, documents, files, records, and forms for both the University Corporation and State-side operations of the College of Business Dean’s Office, with particular responsibility for forms and documents signed by the Dean. Ensures records are accurate, complete, properly routed, and retained in accordance with University Corporation and CSU policies. Maintains, organizes, assembles, and summarizes information from office files and other sources for the Dean’s use during appointments and meetings.

Program Support and Event Coordination: Serves as the primary point of contact for the planning and implementation of Dean’s Office sponsored events, meetings, and showcases, as well as College of Business events hosted at CSUMB. Coordinates all event logistics from start to finish with minimal supervision, including reserving rooms, ordering catering, and inviting attendees. Collaborates with the department office for event support and engages program faculty as needed. Works with the Analyst to develop event budgets and is responsible for reconciling and processing payment of event invoices. Coordinates with the Marketing Analyst on the purchase of promotional items to ensure they are available for COB events.

Operational Problem Solving and Policy Knowledge: Independently resolves a broad range of operational, procedural, and administrative problems, researching and evaluating information as needed. Keeps abreast of current academic and administrative policies and procedures, including those pertaining to travel, MOUs, expensing, faculty contracts, student petitions, and matriculation. Applies this knowledge to daily office operations and directs questions to the appropriate office when needed. Maintains an organized system that provides easy access to reports, policies, procedures, and regulations.

Reporting and Accreditation Support: Supports the Dean and Dean’s Office in providing accurate and timely reports and documentation to the University. Provides assistance with Association to Advance Collegiate Schools of Business (AACSB) accreditation documentation and support functions as directed, which may include special projects involving data collection, compilation, and research related to AACSB accreditation and College data needs.

Customer Service and Office Environment: Independently and professionally greets and screens visitors and telephone calls, taking the required action or referring requests as appropriate. Responds to questions from the public, students, staff, and faculty about requirements, program status, and other information using tact and diplomacy. Ensures the Dean’s Office and College spaces are well maintained by submitting work orders to custodial, facilities, and other service units as needed, timed to support scheduled College use of the space.

Other Functions

• Perform other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of: applicable university infrastructure, policies, and procedures; English grammar, spelling, and punctuation; office systems and budget policies and procedures.

Ability to: use a broad range of technology, systems and packages; independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; draft and compose correspondence and standard reports; handle effectively a broad range of intrapersonal contacts, including those at a higher level and those sensitive in nature.

MINIMUM QUALIFICATIONS

Knowledge and skills in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents, combined with several years of office related work experience.

SPECIALIZED SKILLS

Excellent customer service and communication skills.

Proficient in the use of Microsoft Office Suite; Google Suite (Gmail, Docs, Drive, and Calendar)

Previous experience coordinating, prioritizing, and maintaining the schedule and calendar of meetings, appointments and special events for administrator/executive; arranging meetings and coordinating travel arrangements.

PREFERRED QUALIFICATIONS

Experience in planning and executing events, including preparing agendas, taking minutes, ordering catering, and following up on action items.

Demonstrated ability to work in a complex department with the ability to prioritize work to consistently meet deadlines while faced with many interruptions and competing/conflicting priorities.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSUExecutive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
• The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
• This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
• This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
• May require occasional evenings and/or weekend work.

PHYSICAL ENVIRONMENT

Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

BENEFITS/PERKS

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit the Employee Benefits Summary. The University Corporation at Monterey Bay also provides access to affordable housing near main campus. The allocation of housing is subject to several factors, including availability, eligibility criteria, and specific program guidelines. For more information, visit: https://csumb.edu/ corporation/employee-housing

APPLICATION PROCEDURE

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at [phone] or [e-mail]

All employees must be eligible for employment in the U.S.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

GENERAL INFORMATION

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/ .

Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery

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

CSUMB is a smoke and tobacco-free campus.

EQUALOPPORTUNITYEMPLOYER

CSUMBis an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.