MVS School of Business & Economics

Administrative Support Coordinator II

RESPONSIBILITIES & DUTIES: 

Administrative Support: Coordinates and leads a range of projects providing administrative support for the day-to-day operations for the Dean, Chairs, Directors, faculty, students, and staff. Processes a high volume of email, telephone calls, and walk-in visitors and conducts business with a high degree of professionalism, discretion, and confidentiality. Supports faculty engaged in instruction, research and creative activities, assessment, advising, program development, and grant-related projects. Develops standard operating procedures and practices, and makes recommendations to resolve administrative problems and improveoperational efficiency. Provides onboarding, training, and lead work direction to MVS School Student Assistants. Creates and maintains archive for standard and electronic records and files. Schedules appointments and maintains and updates calendars. Provides meeting facilitation support including preparation of agendas, minutes, and required materials. Orders and maintains office supplies. Troubleshoots office technology and systems. Prepares reports, forms, letters, memos, and other documents. Processes work orders for maintenance requests, building key, and code requests. Collects, reviws, and stores syllabi and tracks faculty office hours. Coordinates with faculty to help with daily needs such as printing, unlocking offices and classrooms, etc. and assists with reports in support of accreditation, assessment, program review, grants, and MVS School accomplishments. Maintains the MVS School’s business contintuity plan. Coordinates all domestic and international travel paperwork and reimbursements ensuring compliance with applicable regulations governing the University. Coordinates MVS School purchases with appropriate reconciliation and maintains computer/tech inventory for the MVS School. Prepares and submits human resources and payroll related forms. Provides operational support for the Directors of the Entrepreneurship & Small Business Institute (ESBI) and the Institute for Global Economic Research (IGER), as well as for the CI Solutions Program. While working independently, as well as in a team, upholds the highest standards of customer service for internal and external constituents by embodying the values of collegiality, inclusivity, respect, efficiency, and accuracy. Supports the MVS School staff by maintaining awareness of the MVS School’s operational needs and serves as a backup to the other professional staff members as needed.

Events/Communication: Coordinates all internal and external MVS School events and meetings, including planning, organizing, promoting, monitoring RSVPs, handling registration, hospitality, and day-of logistics. Assists ESBI & IGER Directors with events, activities, and communication. Manages and updates the MVS School website and affiliated links. Coordinates the design and development of all MVS School promotional materials including advertisements, event invitations, flyers, calendars, social media, and news releases.

Scheduling: In collaboration with the Program Chairs and Administrative Analyst, responsible and accountable for creating, entering, and maintaining the MVS School approved schedule of classes, teaching assignments, and faculty term workload for assigned academic programs into PeopleSoft Records module. Tracks class enrollments to make recommendations to the Programs Chairs about classes that may need to be cancelled or to open additional sections with Dean’s approval.

Other Duties: Responsible for maintaining currency with administrative policies and procedures by attending relevant meetings and training for job-related responsibilities. Serves on committees, task forces, and other groups as assigned. Performs other related duties as assigned in support of the MVS School and the Division of Academic Affairs.

REQUIREMENTS OF POSITION: 

Minimum of three years of administrative experience, or a combination of education and eperience, bachelor’s degree preferred.

Knowledge of applicable University infrastructure, policies, and procedures is preferred. Ability to work professionally, collaboratively, and collegially with a diverse population of faculty, staff, administrators, students, and other internal and external constituents. Ability to respond to a high volume of walk-in, telephone, and email inquiries on a daily basis with a high degree of professionalism, discretion, and confidentiality. Ability to work independently with a high level of accuracy, efficiency, and attention to detail. Must be a highly motivated and organized individual who is able to manage multiple tasks, work effectively with minimal supervision, and show initiative. Must be flexible and responsive to changing priorities and work assignments with the ability to prioritize and set reasonable goals to accomplish various projects in a timely manner. Excellent verbal and written communication skills. Ability to interpret and apply University policies and procedures. Ability to oversee anddirect the work of Student Assistants. Intermediate to advanced proficiency with computers, Microsoft Office Suite, Adobe, and familiarity with learning new programs in support of responsibilities. Possess strong research and data analysis skills. Knowledgeable of social media platforms and website management. Punctuality and regular attendance are essential. May be required to work evenings or weekends with advance notice.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position. As a condition of employment, this position may require a background check.

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 Revised July 21, 2017 as a condition of employment.

Hiring Range:  $4,200 - $4,900 per month