CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE:

FT/PT: Full-time   

PAY PLAN: 12-month

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

ANTICIPATED HIRING RANGE: Step 1 $4,047 - Step 4 $4,295

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

CSU CLASSIFICATION SALARY RANGE: $4,047 - $5,896

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, 15 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Under general supervision of the Director of Athletics, the Operations Assistant coordinates and oversees the day-to-day administrative and logistical operations for the CSU Bakersfield Men’s Basketball program. The position is responsible for planning and coordinating program activities, including team travel, meal arrangements, budget tracking and reconciliation, and recruiting visit logistics.

The incumbent independently organizes and prioritizes multiple operational functions, applying NCAA, Big West Conference, and university policies and procedures to ensure activities are conducted in accordance with established requirements. The position serves as the primary administrative liaison with Athletics compliance, facilities, and other internal units, coordinating processes, resolving operational issues, and ensuring timely completion of program needs.

Through ongoing coordination with coaching staff, Athletics administration, and campus partners, the position supports program operations by managing logistics, monitoring administrative processes, and ensuring operational activities are carried out effectively and in alignment with established guidelines.

DUTIES & RESPONSIBILITIES:

Travel & Logistics Coordination

• Plan, coordinate, and book all team travel including transportation, hotel accommodations, and itineraries for regular season and postseason competitions.
• Arrange team meals including on-campus dining coordination, catering for home events, and meal per diem management during away travel, ensuring alignment with operational needs and budget parameters.
• Develop detailed travel itineraries and communicate logistics to coaching staff, student-athletes, and relevant Athletics personnel. Resolve and communicate updates and conflicts to itineraries as needed.
• Coordinate transportation logistics including charter flights, buses, and ground transportation for the program, troubleshooting issues and implementing solutions as needed.
• Oversee team equipment logistics, including coordination of shipping, tracking, and inventory needs in collaboration with equipment staff.
• Interpret and apply NCAA, conference, and university travel policies to ensure compliance and resolve travel-related issues.

Financial Reconciliation & Budget Support  

• Reconcile program procurement cards (PCards) and Concur expense reports monthly, ensuring accuracy and compliance with university financial policies.
• Track program expenditures against the approved budget and provide regular updates to the head coach and Director of Athletics.
• Process and submit invoices, expense reports, and payment requests in coordination with the Athletics business office.
• Maintain organized records of all financial transactions, receipts, and budget documentation for the Men’s Basketball program.
• Assist in the preparation of the annual program budget in coordination with the head coach and Athletics administration.

NCAA Compliance & Departmental Liaison

• Serve as the primary operational liaison between Men’s Basketball and the Athletics Compliance office, ensuring timely communication and adherence to NCAA and Big West Conference rules and regulations.
• Monitor and manage compliance-related administrative tasks including practice logs, countable athletically related activity (CARA) reporting, and playing and practice season documentation.
• Coordinate with the Facilities department to schedule practice times, game-day access, and facility use for the Men’s Basketball program.
• Serve as a liaison to other internal Athletics departments including marketing, communications, academic services, sports medicine, and strength and conditioning to support program logistical and administrative needs.
•  Assist in the preparation and submission of compliance-related reports and documentation as needed.

Recruiting Visit Coordination

• Organize and execute official and unofficial recruiting visits for the Men’s Basketball program in compliance with NCAA recruiting regulations, including transportation, lodging, meals, entertainment, and campus tours.
• Serve as the primary point of contact for prospective student-athletes and their families for logistical coordination and visit-related activities, providing a professional and welcoming experience.
• Maintain accurate records of all recruiting visit activities, expenses, and compliance documentation.
• Collaborate with the Compliance office to ensure all recruiting visit activities are permissible under current NCAA legislation.
• Work with academic services and other campus units to incorporate academic components into official visit programming.

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.
• Working knowledge of collegiate athletics operations, including travel logistics, budget management, and program administration.
• Knowledge of and ability to apply NCAA rules and regulations, Big West Conference bylaws, and CSU/university policies as they relate to program operations and recruiting.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• 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.
• 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.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• 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.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience working in collegiate athletics operations, preferably in men’s basketball or a similar sport environment.
• Knowledge of NCAA Division I rules and regulations related to recruiting, practice seasons, and playing seasons.
• Experience coordinating official recruiting visits and managing compliance documentation.
• Experience reconciling procurement cards (PCards) or Concur expense reports in a CSU or university environment.
• Familiarity with CSU financial systems, travel booking platforms, and procurement policies.
• Experience working with student-athletes, coaches, and athletics administrators.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

ENVIRONMENTAL FACTORS: N/A

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.

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.

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.

The California State University (CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Melissa Carleton, Interim Title IX Coordinator & DHR Administrator, (661) 654-2713.