Academic Affairs Office Coordinator

Academic Affairs

Job #558573

Close Date: August 9th, 2026

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

 

Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

 

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field. As part of the California State University (CSU) system, Cal Poly Humboldt is part of one of the nation’s largest and most impactful public university systems, where education, innovation, and service create meaningful change for California and beyond. See what it’s like to work at the CSU—watch our video and imagine your future at Cal Poly Humboldt.

 

(Job #558573) Administrative Support Coordinator II, Academic Affairs Office Coordinator, CSU Classification Salary Range: $4,367 – $6,362 per month (Step 1- Step 20), Anticipated Hiring Range: $4,367 - $4,543 per month (Step 1-3). Final salary placement is commensurate with experience, internal equity, and budget considerations.  

This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Academic Affairs Department.

This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 15 paid holidays per year. Additional benefits information can be found at https://www.humboldt.edu/hr/employee-benefits.

 

Position Summary:

The Provost and Vice President for Academic Affairs is the Chief Academic Officer of the university and is responsible to the President for all operations of the university related to instructional programs, educational policy, academic planning, academic resources, information technology, and faculty personnel actions. The college and academic deans, as well as all other academic units and Academic Affairs’ staff report to the Provost and Vice President for Academic Affairs.    

 

The purpose of this position is to provide broad administrative and event coordination to the Academic Affairs Vice President unit, which includes the Office of the Provost, Academic Resources, Academic Personnel Services, and the Office of Diversity Equity & Inclusion. This position is supervised by the Director of Academic Resources and works under the lead direction of the Provost’s Executive Assistant.

 

Broad administrative support and event coordination for the Academic Affairs VP unit includes, but is not limited to, front office receptionist duties, event planning, communications, correspondence, web content, database support, and complete required processes for purchasing, budget tracking, and travel. This position has ongoing contact with the Office of the President, Vice Presidents (VPs), Associate Vice Presidents (AVPs), Deans, and other university administrators and committees, in addition to students, faculty, staff, service providers, and the general public.

 

Work is specialized and of a highly sensitive and confidential nature. Working independently, the incumbent must be able to use their own initiative in organizing work assignments, determining the most effective means for completing assigned duties, and have the ability to assess the significance of ongoing operations.     

 

Key Responsibilities:

Administrative Coordination – 70%

• Oversee the day-to-day operations of a divisional-level office, providing a full range of administrative and event coordination services to the Academic Affairs VP unit.
• Maintain a professional physical presence in the Provost’s front office, including greeting visitors, answering multi-line calls, distributing mail, responding to inquiries using campus knowledge and resources, and directing visitors or questions to the appropriate administrative offices.
• Serve as the lead coordinator for on- and off-campus event logistics, including scheduling rooms, managing guest lists and invitations, coordinating catering and technology needs, preparing materials, and supporting guest relations.
• Prioritize projects, delegate work, and set deadlines to ensure continuous, timely, and efficient office workflow.
• Identify opportunities for process improvement and implement systems to support efficiency and procedural legacy.
• Compose and edit a wide variety of correspondence from draft to final form, ensuring proper formatting and grammar.
• Schedule and maintain a calendar for meetings and events, as assigned.
• Monitor all incoming and outgoing correspondence in delegated email accounts and route or follow up as appropriate.
• Coordinate high-level administrator and staff campus searches from search initiation to completion; including liaising with the search committee and candidates, scheduling meetings, preparing itineraries, coordinating travel arrangements, and coordinating campus tours and welcome functions.
• Prepare and process personnel related documents including student assistant hires, payroll, new hire, on-boarding, or separation forms.
• Coordinate recruitment/onboarding for student assistants, train, schedule and co-lead Provost Office student assistants, including posting vacancies, organizing application materials, screening applicants, creating schedules, assigning work, tracking hours, and submitting monthly payroll.
• Organize and maintain office supply and maintain general office upkeep.

Fiscal Coordination Support – 25%

• Coordinate routine financial administrative processes, including payments, procurement documentation, expense tracking, and basic budget monitoring and forecasting, including obtaining estimates and making purchases using campus procurement systems in accordance with CSU and Cal Poly Humboldt policies and procedures.
• Maintain knowledge of and training in unit-level accounts payable, procurement, and travel processes and procedures.
• Maintain knowledge of student employment policies and communicate relevant changes to staff and student employees.
• Oversee payroll documents for student assistants.
• Order and track supplies, equipment, hardware, and services.
• Record, track, and reconcile financial transactions and assist the Budget Analysts with budgetary review and inquiries.
• Submit and monitor department work requests.
• Maintain unit oversight of travel-related requests and reconciliations and provide travel reconciliation support as needed.
• Other fiscal duties as assigned.

Other Duties As Assigned – 5%

 

Knowledge, Skills, and Abilities Associated with this Position:

As listed in Classification Standards:

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Specific physical and/or environmental working conditions that relate to the essential job functions of the position:  

• Most work is performed at a computer workstation located in the Office of Academic Affairs, with long periods of sitting or standing to perform work.
• Confidentiality and discretion are required in performing tasks associated with this position.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work occasional overtime, holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

 

Minimum Qualifications:

Entry to this classification requires 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.

Preferred Qualifications:

• Three years of related work experience, or technical/vocational program equivalent to graduating from a four-year college or University.
• Familiarity with common business practices, methodology, and analyses.
• Familiarity with campus software applications such as PeopleSoft, CFS Data Warehouse, Concur, Drupal 10, Procure 2 Pay (P2P), Adobe Sign, Adobe Acrobat DC Pro, Google Suite, Microsoft Office, Adobe Express, 25 Live, Zoom.
• Experience working in the California State University system or higher education
• Graduation from a four-year college or university.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three Supervisor references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on August 9th, 2026. 

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University 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 and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.  Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

 

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code:  [1035]
Publication Date:   [07/24/2026]