Administrative Support Coordinator – Visual Art & Music

California State University, Monterey Bay; Monterey (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

A public university in California is seeking an Administrative Support Coordinator II to assist the Department Chair with varied clerical tasks and event planning. The ideal candidate will have experience with budget tracking and excellent communication skills. Full-time position with competitive salary and benefits, including housing assistance. Applicants must complete an online application for consideration.

Benefits

Health, dental, vision benefits

Housing assistance

Flexible schedule

Qualifications

• Several years of related office experience.
• Ability to communicate clearly in writing and orally.
• Knowledge of business math.

Responsibilities

• Provide primary support to the Department Chair.
• Plan and schedule annual performances and events.
• Track and report department budget revenue and expenditures.

Skills

Strong English grammar

Event planning

Budget tracking

Communication

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Office

Google Workspace

Oracle/PeopleSoft

Job description

Overview

Classification: Administrative Support Coordinator II

Hours: Full-time / 40 hours per week

FLSA: Non-exempt

Anticipated Hiring Salary Range: $4,246-4,470 per month

CSUMB 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 will be determined on factors such as the scope and responsibilities, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: September 8, 2025

Recruitment Status: Open Until Filled

About CSUMB California State University, Monterey Bay is a mid-sized university on California’s Central Coast that grants undergraduate and graduate degrees. CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students annually.

CSUMB is a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty 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 developing a diverse faculty, staff and administrators. CSUMB is located near Monterey Bay with access to recreational areas and opportunities for collaboration with local research institutions.

As a CSU campus, CSUMB offers benefits including access to housing on East Campus and competitive salaries. Proximity to the San Francisco Bay Area and San Jose provides broad opportunities for faculty, staff and students.

Purpose

Under the administrative direction of the Dean of the College of Arts, Humanities, and Social Sciences and the Department Chair of Visual Art and Music, the Administrative Support Coordinator is responsible for a full range of varied and complex clerical/administrative assignments supporting day-to-day department operations.

Essential Duties and Responsibilities

• Provide primary support to the Department Chair; manage administrative functions of the department; maintain databases related to courses, schedules, and enrollments; coordinate lecturer contracts with the college analyst; brief the Chair on progress; support curricular and event programming; prepare materials for meetings; assist with course schedules, calendars, descriptions, catalog, and brochure copy; maintain catalog and website program information.
• Plan and schedule annual performances, events, and guest speakers; select event venues; finalize contracts for events; assist with promotional materials; ensure alignment with university policies; act as liaison to promote events; prepare post-event reports.
• Track and report department budget revenue and expenditures; research and prepare draft budgets for events; request special event funding; project operating and personnel expenditures; prepare purchase requisitions and reimbursements; verify invoices; provide budget status reports.
• Support day-to-day operations; identify needed supplies and services; organize files; arrange travel for faculty; provide administrative support for faculty recruitment.
• Coordinate work duties for student assistants; determine methods and procedures; establish priorities and deadlines; conduct performance evaluations.

Other Functions

• Oversee tuning and maintenance schedules of large musical instruments across campus.
• Perform other related duties and special projects as assigned.

Knowledge, Skills and Abilities

Fully functional in technical aspects of duties; thorough knowledge of university policies; strong English grammar, editing, and communication; budgeting knowledge; proficiency with office software and systems.

Ability

Manage multiple priorities; interpret and apply policies; troubleshoot office problems; understand broader impacts; analyze problems and recommend solutions; perform business math and budget analysis; prepare clear reports; interact effectively with diverse stakeholders; negotiate and expedite projects.

Minimum Qualifications

Strong knowledge of standard office procedures; ability to communicate clearly in writing and orally; knowledge of business math; ability to learn new office systems. Typically demonstrated through a high school diploma or equivalent plus several years of related office experience.

Specialized Skills

Event planning, budget and expense tracking, financial reconciliations, and budget preparation. Excellent oral and written communication; service orientation toward students, staff, and faculty from diverse backgrounds. Ability to work in a fast-paced environment with deadlines; ability to supervise and train others; flexibility in a changing environment.

Preferred Qualifications

Bachelor’s degree preferred; experience in college/university settings; project management and event coordination skills; knowledge of CSU procedures related to travel, purchasing, budget tracking, and personnel; familiarity with multimedia; interest in music or performing arts; technical fluency with Oracle/PeopleSoft, CSU systems, Microsoft Office, Google Workspace, 25Live, and related tools.

Special Conditions of Employment & Position Designations

• All offers are contingent upon successful completion of a background check.
• Position requires reporting to the Campus Title IX Officer and compliance with CSU EO 1095, EO 1096, and EO 1097.
• This position has access to sensitive information and is designated as a sensitive position.
• May require occasional evenings and/or weekend work.

Physical Environment

Office environment with standard equipment; extended computer/desk time; potential travel between campus offices and off-campus locations.

Benefits

CSUMB offers a premium benefits package including health, dental, vision, CalPERS, and holidays. For more information, visit the Benefits Summary. Housing assistance may be available.

Application Procedure

For full consideration, applicants must complete the online application before the priority screen date. Applications submitted after the screening date will be reviewed at the University’s discretion. Materials submitted become the property of CSUMB and will not be returned.

Other

CSUMB is not a sponsoring agency for staff or management positions. Reasonable accommodations are provided for qualified applicants who self-disclose by contacting Human Resources. CSUMB is an Equal Opportunity Employer. We value diversity and are committed to an inclusive environment.