Classification: Administrative Support Coordinator II
Hours: Full-time / 40 hours per week
Anticipated Hiring Salary Range: $3,902 to $4,200* per month
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: November 8, 2023
Recruitment Status: Open Until Filled
California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year.
With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030.
The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.
As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.
Under the administrative direction of the Dean of College of Arts, Humanities, and Social Sciences and day- to-day work direction of the Department Chair for Performing and Visual Arts, the Administrative Support Coordinator responsibilities cover a full range of varied and complex clerical/administrative assignments in support of the day-to- day operations of the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Provides primary support to the department Chair and is responsible for the administrative functions of the department. Maintains accurate and detailed databases related to courses, schedules, and enrollments. Prepares, submits, and monitors all lecturer contracts in compliance with CBA and CSU requirements and procedures. Briefs the Chair regarding progress of routine work and special projects. In collaboration with the Chair, initiates, coordinates, and implements the materials and information associated with curricular and event programming for the department. Prepares materials and information need by the Chair for meetings, appointments, and briefings. In collaboration with faculty and the Chair, prepares course schedules, calendars, course descriptions, catalog, and brochure copy. Maintains all catalog and website program information.
- Facilitates the planning and scheduling of annual public performances, events and guest speakers. Selection of appropriate event venues for artists, musicians, and theatrical personnel for academic-related and revenue-generating projects. In collaboration with the Chair, initiates, coordinates, and finalizes the contractual agreement for events on and off campus. Assists with the preparation and design of promotional materials such as posters, brochures, and fliers for advertising on and off campus. Ensures promotional materials are in alignment with university policies and procedures. Functions as a liaison among the department, Dean’s Office, University Affairs, and the regional area to promote the events and performances. Prepares and submits post-event reports as needed.
- Tracks, reconciles, and reports department budget revenue and expenditures from various funding sources in a timely manner. Researches, analyzes, makes recommendations, and prepares draft budget for department events. In collaboration with department personnel, compiles, prepares, and submits request for special events funding and specialized projects. Projects operating and personnel expenditures. Prepares and processes purchase requisitions, reimbursements, and other budget transactions as necessary to meet the needs of the department. Verifies accuracy of invoices for payment processing. Provides budget status reports as requested by the Chair.
- Supports the day-to-day operating needs of the department. Identifies supplies, equipment, and services needed. Organizes and maintains physical and electronic office files or records. Serves as department timekeeper. Handles travel arrangements for department faculty. Provides administrative support services for faculty recruitment.
- Coordinates the work duties for student assistants; determines the methods and procedures by which the student assistant work is to be accomplished; controls the workflow and establishes priorities and deadlines; completes performance evaluations or verifies that they have been completed by direct supervisors.
- Oversees the tuning and maintenance schedules of all large musical instruments in various campus locations; i.e. World Theater, University Center, and Music Hall.
- 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.
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. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. 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.
Event planning, budget and expense tracking, financial reconciliations, and budget preparation. Possession of excellent oral and written communication skills and a strong commitment to serving students, staff and faculty from diverse backgrounds. Strong problem solving, interpersonal, and customer service skills with a proactive and positive attitude about assisting others. Ability to work in a fast-paced environment with concurrent deadlines. Demonstrated ability to effectively plan, organize and supervise the work of others, to train co-workers and student assistants. Must be flexible and able to adapt to a rapidly changing work environment.
Bachelor’s degree preferred. Experience working in a college or university preferred. Project management and event coordination skills. Knowledge of California State University procedures related to travel, purchasing, budget tracking management and personnel. Familiarity with multimedia (equipment and applications). Interest in music, performing arts, and/or arts outreach programming.
Proficient in the use of Internet Browsers, 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; 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 will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
- This position has been designated as a sensitive position with:
- responsibility or access/possession of building master or sub-master keys for building access; 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 evenings and/or weekend work.
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.
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.
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 email@example.com. All employees must be eligible for employment in the U.S.
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.
EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity 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.