Classification: Administrative Support Coordinator II
Hours: Full-time / 40 hours per week
FLSA: Non-exempt
Anticipated Hiring Salary Range: $4,376 - $5044* 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: January 6, 2026
Recruitment Status: Open Until Filled
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 Chair of the School of Business and lead direction from the College of Business Senior Administrative Analyst, the Administrative Support Coordinator is responsible for performing a full range of clerical, secretarial, and general office support functions that are varied and complex, and is responsible for coordinating the clerical and administrative support functions in support of the College’s degree programs. Work is performed independently under general direction to complete related tasks and meet departmental goals.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Coordinating Academic Program Support: Under the general supervision of the Chair, and with direction from the Dean, coordinates clerical and administrative support functions and performs administrative work for a large/complex academic program. Manages a broad range of operational and procedural office and administrative issues, including researching, analyzing, and evaluating information to develop solutions. Assists with planning and executing large-scale, complex projects with broad and visible impact that require coordination with department programs and the Dean’s Office. Interacts with program directors, Chairs, Deans, and outside community members, including handling sensitive interpersonal situations. Supports the planning and implementation of special college-related events. Coordinates clerical and administrative support functions across Sustainable Hospitality programs in collaboration with the COB Senior Administrative Analyst and PB Scholar Program Coordinator.
Maintenance of Office Infrastructure and Daily Operations: Serves as liaison with administrative offices on and off campus. Assists and directs students, staff, and faculty to appropriate resources. Organizes and maintains electronic and physical records and files for program operations and student information, including evaluating processes and making recommendations to improve procedures. Maintains office supplies, files, and records. Independently and professionally greets visitors and handles all correspondence, including telephone, mail, and email inquiries. Maintains calendars and schedules and coordinates large meetings, activities, and events. Attends meetings, prepares minutes or summary notes, and tracks action items. Establishes, tracks, and serves departmental and university committees as needed. Makes independent decisions regarding day-to-day operations, including interpreting and applying procedures and policies. Manages multiple work unit projects and priorities with varying deadlines.
Departmental Travel: Coordinates and arranges travel for department personnel and students. Prepares and processes travel authorizations, reimbursements, and claim forms/documentation for all department-related travel. Maintains up-to-date knowledge of academic and administrative travel policies and procedures and ensures College compliance with all University travel requirements.
Budgets: Assists with tracking and maintaining spreadsheets and documentation related to office budget expenditures in accordance with University procedures and timelines. Provides budget status reports and projections in coordination with the Department and College Analyst. Maintains all documentation for department purchases and expenditures. Reviews and verifies the accuracy of financial documents, including reimbursements, travel forms, and other department financial transactions for faculty and staff.
Accreditation and Assessment Project Design: Assists with designing and developing accreditation-related database structures and reports. Works with the Department Chair and Analyst to create frameworks for analyzing assessment data and benchmarking peer colleges of business. Creates surveys and compiles results to support assessment and curricular initiatives. Collects and organizes student profile data, student proficiency levels in writing and math diagnostics, grade distributions by course, and other data supporting AACSB Standard 13 on student success and engagement.
Scheduling: Assists the Department Chair and Analyst in preparing course schedules for undergraduate programs. Maintains databases related to courses, schedules, and enrollments. Provides coordination and support for academic advising during orientation and registration periods and prepares materials related to academic instruction and program outreach. Supports academic programs by preparing consent calendar materials and submitting required information for all undergraduate programs.
Student Assistants: Recruits, hires, trains, and provides work direction to student assistants in the BUS Department. Approves student assistant hours for all student assistants in the College of Business. In consultation with the Department Chair, establishes clerical procedures, controls workflow, and sets priorities for student assistant assignments.
Other Functions:
- Perform other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of: applicable university infrastructure, policies, and procedures; English grammar, spelling, and punctuation; office systems and budget policies and procedures.
Ability to: use a broad range of technology, systems and packages; independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; draft and compose correspondence and standard reports; handle effectively a broad range of intrapersonal contacts, including those at a higher level and those sensitive in nature.
MINIMUM QUALIFICATIONS:
Knowledge and skills 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. 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 office related work experience
SPECIALIZED SKILLS:
Experience tracking and monitoring budgets, revenue, and expenditures using Microsoft Excel or a similar program. Excellent English writing skills and customer service skills. Experience with event planning. Working knowledge of desktop publishing software. Proficiency in the entire Microsoft Office Professional Suite (Excel, Word, PowerPoint specifically) and their equivalent in Google Suite (Sheets, Docs, Calendar, etc.). 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. Must be flexible and able to adapt to a rapidly changing work environment.
PREFERRED QUALIFICATIONS:
Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent <student/finance> information system; Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); 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 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.
- 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
- responsibility or access/possession of building master or sub-master keys for building
- 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.
- Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
- May require occasional evenings 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.
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. The University Corporation at Monterey Bay also provides access to affordable housing near main campus. The allocation of housing is subject to several factors, including availability, eligibility criteria, and specific program guidelines. For more information, visit: https://csumb.edu/corporation/employee-housing
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 emailinghumanresources@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.
