CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,864 - $4,300

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,864 - $6,072

PAY BASIS: Monthly

BENEFITS:  CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: The Administrative Support Coordinator I, independently under general supervision of the Dean of the School of Business and Public Administration, and with daily lead direction from the Department Chair for Management and Marketing, performs the full range of clerical and administrative support functions for the department of Management and Marketing. Duties include providing administrative support for academic faculty and staff, general department administrative support, and budget support. The Coordinator also serves as the first point of contact for the department monitoring and responding to inquires as necessary.

DUTIES & RESPONSIBILITIES:

Academic Administrative Support

• Proficiently address and resolve student and faculty needs using appropriate judgement and problem-solving skills.
• Create faculty and lecturer office hours spreadsheet each semester.
• Assist assessment coordinator in scheduling meetings, distributing materials, ordering lunch, etc.
• Enter, monitor, and update department courses in PeopleSoft and track enrollments each semester.
• Set appointments and meetings for department chairs and program directors.
• Assist in the preparation of course materials, exams, and department reports as requested.
• Complete Faculty Hire Information worksheets each semester. Ensure proper supporting documentation has been received when completing faculty hiring paperwork.
• Assist students with general questions and direct them to appropriate individuals within the University/School to get more complex questions answered as needed.
• Assist students with locating and completing forms such as Add/Drop Request Form, Petition for Exception, Petition for Course by Individual Study, Request for Incomplete Grade, Change of Grade Request, etc.
• Upload faculty syllabi to Taskstream.
• Assist other BPA Administrative Support Coordinators with updating the full- and part-time faculty orientation/training binder to familiarize new and continuing faculty with various processes, procedures, and policies at the Campus and department level.
• Assist with new faculty hires including coordinating ads/placement services, maintaining an applicant database, assisting with campus visit itineraries and communications, and travel arrangements and associated reimbursements.
• Coordinate, organize, and plan special annual department events, open to campus and the greater Bakersfield community.

General Department Administrative Support

• Serve as the first point of contact for faculty, students, vendors, public community members, administrative staff, and student assistants for the department.
• Screen visitors to the office and make independent judgements about appropriate referrals when questions fall outside of the scope of knowledge.
• Organize and distribute incoming mail, emails, and telephone calls as necessary.
• Respond to all correspondence in a timely, professional, and courteous manner.
• Keep inventory of department computing devices and printers. Track device locations for campus compliance.
• Record and transcribe accurate and timely meeting minutes for Marketing & Management department meetings and assigned BPA committees.
• Schedule meetings and events using 25Live.
• Keep inventory of office supplies while ensuring products are ordered in a timely manner.
• Work with Public Affairs & Communications Specialist to update department website and report applicable changes.
• Complete travel forms such as Travel Authorization Request Form, Faculty Development Form, and Travel Claims for faculty.
• Complete Business Meal Approval Authorizations.
• Process Print Shop/Reprographics orders, ITS workorders for computer/telephone, and Facilities workorders.

Department Budget Support

• Track department fund budgets and reconcile regularly following established policies and procedures.
• Complete and submit for approval Direct Pay reimbursement forms.
• Track and update department faculty professional development funds and travel funds provided by the Dean’s Office.
• Track and maintain budget spreadsheet for all department supplies & services expenses.
• Reconcile monthly procurement credit card (ProCard) in the common financial system (CFS).
• Meet all relative budget deadlines.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to interpret and apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget principles, policies, and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

• Experience with PeopleSoft.
• Experience with desktop publishing.
• Prior budget experience.
• Current knowledge of CSU and CSUB policies, procedures, and practices.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

SPECIAL CONDITIONS –

SCREENING:  Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION:  It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK:  Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION:  Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated.

GENERAL INFORMATION:  It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States.  All new employees will be required to present documentation verifying their right to accept employment.  You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens.  These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT:  California State University, Bakersfield is committed to Equal Employment Opportunity.  Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.