Administrative Support Specialist

California State University; Long Beach (CA); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

Health benefits, dental, vision

15 paid holidays

Tuition waiver program

PERS membership

Job summary

California State University, Office of the Chancellor, seeks an Administrative Support Specialist to support the ASCSU Chair, Program Manager, and committees. The role blends on-site coordination with remote tasks, including document preparation, meeting logistics, and communications across multiple Senate bodies.

Qualifications include a high school diploma with 3+ years in an office setting, strong writing/organizational skills, and proficiency in Microsoft 365.

Qualifications

• Completion of a high school program or equivalent and three years minimum office experience.

Responsibilities

• Coordinate meetings and events for ASCSU, including room/AV, travel, and agendas.
• Prepare minutes, resolutions, and meeting materials.
• Maintain ASCSU documentation and assist with website updates.
• Provide general admin support to the ASCSU Chair, Program Manager, and committees.
• Monitor inquiries and support communications for Chancellor's Office staff.

Skills

Strong organizational skills

Excellent writing & communication

Attention to formatting

Independent work

Microsoft 365 proficiency

Education

Bachelor's degree preferred

Tools

Microsoft 365 suite

Word/Excel/OneDrive/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 Administrative Support Specialist. 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.

Salary

The anticipated salary hiring range is up to $56,724 per year, commensurate with qualifications and experience.

This is a full-time temporary position with benefits.

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 5 ($56,724 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 Specialist to provide support to the Chair of the Academic Senate of the California State University (ASCSU), the Program Manager, the ASCSU, and its associated standing committees. The ASCSU holds meetings both in person and virtually throughout the year.

Responsibilities

Under the general direction of the ASCSU Program Manager, the Administrative Support Specialist will perform duties as outlined below:

Meeting and Event Coordination

• Assist the Program Manager with arranging, implementing, and supporting all ASCSU conferences and events.
• Assist with arrangements for conference rooms, audiovisual, technology, catering and facility requests for ASCSU meetings and events, as needed.
• Assist Program Manager in compilation and organization of ASCSU senator and travel claims. Assist with tracking costs of ASCSU travel. Assist Senators with questions and arrangements related to travel. Submit travel approvals and claims for ASCSU Chair as directed.
• Schedule virtual meetings, organize and distribute meeting invitations, and coordinates guest invitations with standing committee chairs.
• Assist with calendar invitations for meeting speakers and guests.
• Draft committee and plenary agendas, minutes, and resolutions per formatting standards for distribution at Senate Plenary meetings.
• Assist with meeting coordination, preparation and minutes for CSU Campus Senate Chairs, intersegmental committees and various ASCSU systemwide meetings.
• Prepare post-plenary correspondence for the distribution of resolutions to the CSU Chancellor, Board of Trustees, Presidents, the Executive Vice Chancellor of Academic and Student Affairs, and other designated recipients.

General Operations Support

• Update, file, and maintain ASCSU documentation (including archives, electronic files, resolutions, white papers, letters to the chancellor and legislators, responses, and resolution status).
• Provide administrative support to the Program Manager, ASCSU Chair, Executive Committee, standing committees, and senate members.
• Prepare ASCSU resolutions and meeting materials for plenaries, agenda-setting meetings, and Board of Trustees meetings.
• Assist with inventory management and the ordering of office supplies and other materials as needed. Maintain office inventory documents as required.
• Assist with updates and edits to the ASCSU website.
• Assist in the detailed and accurate formatting of ASCSU resolutions.
• As needed, attend Executive Committee, Board of Trustees, and intersegmental meetings to provide support to the ASCSU Chair and Executive Committee members in the absence of the Program Manager.
• Monitor work of student assistant(s) and intern(s) in absence of Program Manager.
• Provide general administrative support for departments within the Division of Academic Affairs, as needed.

Communications

• Assist the Program Manager and ASCSU Chair with the creation of typographically and grammatically correct ASCSU communications, surveys, senator appointment letters, and travel authorizations.
• Assist in maintaining ASCSU listserv groups.
• Prepare documents in proper format for agenda setting with the Chancellor/Chancellor's cabinet.
• Format and draft the ASCSU Board of Trustees resolution packet templates.
• Format approved agendas and minutes from all ASCSU standing committees for posting to the ASCSU website.
• Create and distribute various forms and surveys.
• Track Chancellor's Office responses to the ASCSU resolutions.
• Develop and maintain senate directories, mailing lists, and contact information.
• Prepare various print materials for plenary, Board of Trustees, and other ASCSU-related meetings.
• Assist in preparing campus correspondence.
• Assist Program Manager in review and publication of minutes and correspondence.
• Monitor Office of the ASCSU email account(s) and consults with ASCSU Chair and Program Manager for appropriate routing and response.

Other Duties as Assigned

• Other duties as needed and assigned, including support to Program Manager as needed, assisting with special projects, and perform other general office duties as directed.
• Serve as backup to other administrative staff for departments within the Division of Academic Affairs as directed.

Qualifications

This position requires:

• Completion of a high school program or its equivalent and three years minimum experience in an office environment.
• Strong organizational skills.
• Strong writing and communication skills to include proofreading and proper punctuation, spelling and grammar usage.
• Strong attention to formatting, typographical, and grammatical detail.
• Strong problem-solving skills and the ability to handle a broader range of interpersonal contacts, including those at a higher level.
• Ability to set work priorities and take initiative for projects.
• Ability to work independently with minimal supervision.
• Knowledge of Microsoft 365 (Word, Excel, OneDrive, SharePoint, etc.)

Preferred Qualifications

• Bachelor's degree from an accredited four-year university or college is preferred.
• Experience with basic website layout and editing.
• Additional knowledge of Adobe professional suite and Zoom.
• Experience with Artificial Intelligence (AI) platforms (ChatGPT, Claude, NotebookLM, etc.).

Application Period

Priority consideration will be given to candidates who apply by November 23, 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.

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