Administrative Support Coordinator for Early Outreach and Support Programs & New Student Programs

CSUMB College of Business Internship Excellence Program; Monterey (MA); On-site; USD 45,000 - 48,000; Full time

Job summary

CSUMB College of Business Internship Excellence Program in Monterey Bay is seeking an Administrative Support Coordinator I to provide moderate to complex office support for Early Outreach & Support Programs and New Student Programs. The role is full-time, on-site and temporary through September 2028 with potential extension.

Responsibilities include calendar management, travel arrangements, budget and payroll coordination, meeting prep, and coordinating events such as annual department

Qualifications

• Must possess a fully functional knowledge of and skill in standard office procedures and practices, and ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing.
• Experience handling budgets, travel arrangements, reimbursements, and confidential records.

Responsibilities

• Manage the Senior Director’s calendar, schedule meetings and coordinate appointments and events.
• Coordinate travel arrangements and process travel authorizations and reimbursements.
• Assist in preparation of official documents related to personnel, budget and payroll.

Skills

English proficiency

Education

High school diploma or equivalent

Tools

University procard

Finance data warehouse

Job description

Job no: 561979
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)
Classification: Administrative Support Coordinator I
Hours: Full-time / 40 hours per week
Status: Temporary, benefitted position, through September 2028 with possibility of extension based on department need and budget
FLSA: Non-exempt
Anticipated Hiring Salary Range: $4,047 - $4,295* per month (Steps 1-4)
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.

Employment with the California State University System

About Csumb

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 direct supervision of the Senior Director for Early Outreach and Support Programs and guidance from the Director of New Student Programs, the Administrative Support Coordinator performs a variety of moderate to complex assignments in support of the Early Outreach & Support Programs and New Student Programs. Assignments vary from general office duties, planning for meetings and events, clerical and secretarial support including, but not limited to tracking and reconciling financial data, staff travel, and calendar support, arranging catering for meetings and events and data gathering, assist with the annual retreat planning and middle school tours.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage the Senior Director’s calendar, schedule meetings and coordinate appointments and events (including but not limited to the annual department retreat and the Fall MS tours). Prepare staff meeting agendas, presentation materials, reports, correspondence and briefing documents. Coordinate travel arrangements and process travel authorizations and reimbursements. Maintain confidential files and records related to personnel, grants and strategic initiatives. Track action items and follow up on assignments and deadlines. Assist in the preparation of official documents related to personnel, budget and payroll. Handle incoming calls and visitors; address questions and take the required action. Maintains a thorough working knowledge of the EOSP programs, and provides accurate and responsible information regarding the department’s policies and procedures for staff, students, and the community. Identify and order supplies, collect quotes for goods and services, materials, equipment, and services needed for the office; maintain inventory of office supplies and equipment; organize payments for the copier machine and water delivery. Coordinate cleaning schedule for the kitchen. Ensures the office is organized and managed effectively.
• Coordinate travel arrangements for staff and program participants (over 25 staff and students) of Gear Up grants; prepares and processes various travel documents to include travel requests, registration payments, travel advances and expense claims. Prepares and processes purchase requisitions, reimbursements, and other transactions as necessary to meet the needs of the program. Ensures that confidential information and required documentation are received, completed, and maintained appropriately.
• Assist the New Student programs department with catering orders, submit work requests and collaborate with other university departments to plan and organize events. Provide day of support for program events including and not limited to facilitating check-in, maintaining attendee list, serving as a point of contact for vendors etc. Identify and order supplies, collect quotes for goods and services as needed for the office. Coordinate and process all paperwork for staff travel, advances and reimbursements. Prepares and processes purchase requisitions, reimbursements, and other transactions as necessary to meet the needs of the program. Ensures that confidential information and required documentation are received, completed, and maintained appropriately. Assists in the preparation of official documents related to student employment paperwork. Makes purchases for departments using a university procard. Creates purchase orders and submits invoices for payment. Tracks department expenses using department shadow budgets. Reconciles expenditures against finance data warehouse.

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.

Skills: Experience to be fully functional in all technical aspects of work assignments. Working knowledge of 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 interpersonal contacts, including those at a higher level and those sensitive in nature.

Minimum Qualifications

Must possess a fully functional knowledge of and skill 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. Some positions may require a 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 related office work experience.

Specialized Skills

Three