CSUMB Careers

Classification:  Administrative Support Coordinator II
Hours:  Full-time / 40 hours per week 
FLSA:  Non-exempt 

Anticipated Hiring Salary Range:  $3,681 to $3,928* 
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date:  May 11, 2023
Recruitment Status:  Open Until Filled

ABOUT CSUMB

Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff. 

PURPOSE:

Under the general supervision of the Financial Aid Director, the Financial Aid Support Coordinator (ASC II) is responsible for carrying out varied and complex clerical assignments.  In addition, the Financial Aid Support Coordinator will provide customer service for current/prospective students, staff, faculty, parents, and community members. The Financial Aid Support Coordinator assists with communications, mail, and answering telephones, in support of the administrative objectives of the Financial Aid Office and the Campus Service Center.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:             

• Provides direct support to the Financial Aid and the Campus Service Center Director managing the calendar, scheduling appointments, coordinating events, and meetings as appropriate; attends meetings as appropriate, prepares correspondence related to conclusions reached.
• Manages various tasks related to budget, office purchases, and payroll. Provides budget reports, tracks expenditures, coordinates travel, compiles information for contracts, and executes office purchases within University policies and guidelines. Responsible for timekeeping and providing clerical support for Payroll and Human Resources.
• Provides telephone and front counter coverage, answers inquiries from students, parents, and other campus staff covering a variety of complex financial aid concerns. Addresses and resolves a wide range of common and unique problems using reasoning and judgment based on the Financial Aid Office current policy and procedures. Processes incoming emails, mail, and reviews documents for completeness. 
• Facilitates Assists with processing of communications such as mail, email, and faxes.  Reviews student documents for completeness and handles follow-up for incorrect or incomplete documents.  Responsible for reviewing incomplete files by checking for accuracy and updates financial aid systems.
• Acts as lead for student assistants and determines the methods and procedures by which the student assistant work is to be accomplished, provides training as needed.  Controls the workflow and establishes priorities and deadlines; assists in completing student assistant performance evaluations or verifies that they have been completed by direct supervisors in the Financial Aid Office.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Must be fully functional in all technical aspects of work assignments.  Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures.  Thorough mastery of English grammar, spelling, punctuation, and editing.  Working knowledge of budget policies and procedures.  Expertise in using office software packages, technology, and systems.

Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports;  effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

MINIMUM QUALIFICATIONS:

PREFERRED QUALIFICATIONS:

Experience working with federal and state financial aid programs, experience working with the public in a customer service environment.  Ability to maintain comprehensive and accurate records using spreadsheet and database programs. A strong commitment to serving students, with a proactive and positive attitude about assisting others. Experience working with diverse populations and in an academic setting.

Technical fluency in the use of Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); Oracle-PeopleSoft/Common Management System or equivalent student, HR and Financial information systems; Hyperion or equivalent reporting tools; 25Live; intranet drives; and internet browsers. 

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records 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 as a condition of employment.
• This position has been designated as a sensitive position with access to:
  • or control over, cash, checks, credit cards, and/or credit card account information; and
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal, or sensitive as defined in the CSU Information Security Data Classification Standards.
• This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
• May require occasional evening and/or weekend work.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks.  The position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.

BENEFITS/PERKS: 

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit Employee Benefits Summary. As a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB is a smoke and tobacco-free campus.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.