Classification: Administrative Support Coordinator II
Hours: Full-time / 40 hours per week
FLSA: Non-exempt
Anticipated Hiring Salary Range: $4,120* mo.
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: August 21, 2024
Recruitment Status: Extended
ABOUT CSUMB
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.
PURPOSE:
Under the general supervision of the Dean of the College of Science, with daily oversight by the Department Chair of the Mechatronics Engineering Department, the Administrative Support Coordinators are responsible for independently performing the full range of varied and complex clerical/administrative assignments in support of the day-to-day operations of the degree programs within the Mechatronics Engineering Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
1. General Office Administration and Support:
Provides primary support to the department Chair and is responsible for the administrative functions of the department. Greets and screens visitors, telephone calls, email and mail, taking the required action or referring requests as appropriate; responds to questions and inquiries from general public, staff, faculty, and students using tact and diplomacy. In collaboration with the Chair, assembles, copies, and distributes information/documents; handles collection and coordination of information related to department activities.
Identifies supplies, equipment, and services needed. Maintains complete and accurate records and files, both paper and electronic. Collects syllabi and course evaluations and routes as appropriate. Makes recommendations on day-to-day administrative operations and procedures through consultation and coordination with others, performing independently under general goals. Schedules and coordinates logistics for department meetings, activities, and events; such as Senior Design expo, ABET meetings, accreditation visits, recruitment and advising activities, and other special events.
Prepares materials and information needed by the Chair for meetings, appointments, and briefings. Assists the Chair and faculty in coordinating and completing multiple projects, including program reviews and ABET accreditation. Assists faculty with their instructional-related needs: printing, scanning, collating a wide range of course related materials; orders exam books and testing materials; runs class rosters. Collects and summarizes information from a variety of relevant sources in support of departmental planning and decision-making.
2. Budget and Finance Support:
Under the oversight of the College Analyst, maintains financial transaction records and spreadsheets; tracks and reconciles budgets against expenditures; researches and reports discrepancies in a timely manner. In coordination with the College Analyst, reviews reports and resolves inconsistencies. Coordinates generates, and processes all financial and transactional forms for the department, including but not limited to travel requests and claims, purchase requisitions, expense claims, budget expense transfers, payment requests, and invoices with accuracy. Creates systems for tracking documents and for various office processes. Reviews procurement card and payroll expense reports. Maintains documentation for department purchases and expenditures. In collaboration with Chair researches, makes recommendations, and prepares draft budgets for operating budget and department events. Provides budget status reports as requested by the Chair.
3. HR and Payroll Support:
Coordinates and provides administrative support for full-time and part-time faculty and staff recruitment searches. Prepares, submits, and monitors lecturer contract data and associated documents in compliance with CSU requirements and procedures.
Assists with tracking faculty workload, entitlements, and semester buy-out units with supporting grant information and accumulated volunteer workload units. Prepares/submits personnel forms for University and Corporation new hires, special consultants, and volunteers. Ensures a smooth onboarding experience for new hires. Supports Chair with master payroll certification; tracks employee attendance, and reviews absence entries for Chair approval. Reviews hours reported by student assistants, approves reported time in CMS, and updates budget spreadsheets accordingly. Coordinates lecturer evaluation process.
4. Data Analysis and Reporting:
Assists the Chair in researching, analyzing, and evaluating information related to a full range of program goals, including program review, annual assessments, faculty workload, and course schedule. Pulls reports from University systems and summarizes data for Chair. Oversees processes to track alumni and analyze student success.
5. Communication:
Develops and maintains an annual calendar of department activities and deadlines related to budget, course scheduling, capstone festival, commencement, catalog, and other events for students, staff, and faculty, and communicates information and deadlines to faculty and staff. Prepares and disseminates detailed meeting notes; and school-wide newsletters or publications. Maintains department website. Handles sensitive and confidential information both orally and in writing.
6. Course Scheduling:
In coordination with the Chair, enters course scheduling information in CMS. Reviews and maintains schedule, utilizing reports to identify errors, conflicts, and inconsistencies. Makes recommended changes to course schedule for Time Block Compliance. Identifies errors in preparation for campus census; submits corrections to College Analyst. Maintains room preference information. Represents the department at Scheduling Office meetings and disseminates essential information to department faculty and staff.
7. Lead Duties:
Facilitates recruitment and hiring of all student assistants and instructional student assistants. Coordinates the work duties for student assistants; provides training on time reporting and department practices; 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.
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:
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. Microsoft Excel (including pivot tables/charts, linking worksheets, and creating formulas) and PowerPoint (creating presentations containing statistical information).
PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:
Bachelor’s degree. Knowledge of California State University procedures related to travel, purchasing, budget tracking management and personnel. Prior experience with academic programs in the sciences. Ability to work in a fast-paced environment with frequent interruptions and provide exceptional customer service.
Demonstrated ingenuity in developing solutions to problems. Ability to use and quickly learn new office support technology systems, reporting tools, and software packages. Strong communication, organizational and project management skills. Proficient with a broad range of technology, systems, and packages; to include word processing, spreadsheet, mail merges, presentation and graphic design/creative-based software, and electronic scheduling. Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. A strong customer service attitude and commitment is essential.
Experience involving the coordination of administrative support functions complex environment. Ability to: anticipate and meet department needs; take initiative to improve operations in a collaborative manner. Proficient in the use of Microsoft Office Suite; Google Suite (Gmail, Docs, Drive, and Calendar); 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 will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 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 evenings and/or weekend work.
PHYSICAL ENVIRONMENT:
Office environment with standard equipment and tasks. 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.
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.
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.
