Administrative Support Coordinator

Chancellors Office Statement

Join our team at the California State University Office of the Chancellor and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Administrative Support Coordinator. The CSU Chancellors Office located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach is the headquarters for the nations largest and most diverse system of higher education. The CSU Chancellors Office offers a premium benefit package that includes outstanding vacation health and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to$4334per month commensurate with qualifications and experience.

The salary range for this classification is $3864 to $6072 per month.

Classification

Administrative Support Coordinator I

Position Information

The California State University Office of the Chancellor is seeking an Administrative Support Coordinator to provide administrative and operational support to the Office of Tribal Relations and will support Native American Graves Protection and Repatriation Act (NAGPRA) and California Native American Graves Protection and Repatriation Act (CalNAGPRA) compliance efforts as well as additional office initiatives. This work is sensitive and the ASC should be a good listener respectful willing to learn and communicate well both in verbal and written formats. The ASC will perform a variety of moderately complex clerical duties in support of the CSU system wide Tribal Relations efforts. Responsibilities include maintaining the Office of Tribal Relations calendar coordinating travel arrangements planning and scheduling inperson and virtual meetings (including events and trainings) conducting data entry generating and processing documents overseeing project budgets and tracking expenses creating and managing filings systems to track and archive sensitive information and communications serves as the primary point of contact for general inquires and assists as needed with departmental activities. Some travel may be required to assist with offsite events or projects. Additionally the ASC oversees the office and performs other duties as assigned.

This position is located in Sacramento CA.

This position is approved for telecommuting (two days telecommuting three days in office (inperson) with onsite work at the main headquarters located in SacramentoCalifornia.

Responsibilities

Under the general direction of the Executive Director Office of Tribal Relations the Administrative Support Coordinator will perform duties as outlined below:

Administrative Support and Coordination:

Provide administrative and operational support for the Office of Tribal Relations and professional staff.

Coordinate plan and provide lead work direction for the daytoday workflow.

Serve as point of contact for general inquiries and office reception handling difficult and delicate matters with a calm professional demeanor.

Generate correspondence and maintain contact information for various entities sovereign nations and individuals.

Develop organize and maintain office filing systems and secure highly confidential information.

Evaluate operational processes and make recommendations to improve workflow or accuracy.

Records and transcribes confidential or legal information including proceedings of meetings.

Maintain calendars for the Office of Tribal Relations staff.

Provide support and coordination; assisting with longrange planning surveys and other reports of a strategic nature such as cost benefit analyses financial and statistical reports.

Perform varied and complex administrative assignments that require research coordination collaboration and expedite reports and for the Office of Tribal Relations and professional staff.

Support events and trainings.

Budget:

Monitor and maintain project budgets and provide budget status reports and records of all purchases and expenditures.

Prepare and submit approved service work orders; track associated expenditures.

Coordinate travel arrangements prepare and submit Travel Requests and Expense Claims.

Communicates budget issues to the Executive Director and makes recommendations.

Process and reconcile purchase requisitions PCC and cash purchase requests staff reimbursements foundation check requests printing requests.

Ensure the accuracy of records and take necessary action to correct errors.

Office Oversight:

Create and maintain a welcoming and clean office environment.

Report and monitor repair requests submitted to campus technical and facility departments.

Obtain and oversee office supplies and other equipment as needed.

Provide front line reception customer service.

Other duties as assigned.

Qualifications

This position requires:

This position requires a 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. These qualifications and those listed above would normally be obtained through completion of a high school program technical/vocational program or their equivalents combined with three years of related office work experience.

Thorough knowledge of:

• • Office systems methods standard procedures and practices.
  • English grammar punctuation and spelling.

Fluency in using standard office equipment (computers copiers phones) and standard office software packages such as Microsoft Office (Word Excel and Outlook) and ability to use a broad range of technology systems and software.

Working knowledge of:

• • Budget policies and procedures.
  • Records retention practices and policies.

Knowledge of business mathematics beyond basic arithmetic.

Active problem solving and effective people skills as work often involves frontline contact with a variety of campus and community individuals to perform services and support functions that require a professional demeanor at all times.

Demonstrated competence in understanding interpreting and communicating procedures policies information ideas and instructions.

Demonstrated competence in effectively presenting standard information in writing.

Typing and keyboarding skills.

Independently manage multiple work unit priorities and projects.

Effectively manage a broad range of diverse interpersonal contacts including those at a high level and those sensitive in nature.

Perform standard business math such as calculate ratios and percentages track financial data and make simple projections.

Draft compose and appropriately format correspondence and reports.

Use and quickly learn standard office equipment a broad range of technology systems and standard computer software packages such as Microsoft Word Excel Outlook.

Clearly communicate orally and in writing.

Learn independently interpret and apply a wide variety of complex policies and procedures where specific guidelines may not exist.

Understand and operate in a variety of organizational structures.

Identify clarify and resolve problems per CSU policy and procedures are referenced.

Apply independent judgment discretion and initiative to address problems participate in developing practical thorough and at times creative solutions.

Respond to routine inquiries and explain standard policies and procedures to others.

Organize and direct workflow for the smooth and effective operation of the work unit.

Compile and assemble reports using judgment and discretion in selecting and analyzing information for inclusion and effectively present the information.

Troubleshoot technology problems using knowledge of error messages and of operating systems.

Perform assigned duties.

Preferred Qualifications

Bachelors degree preferred.

Application Period

Priority consideration will be given to candidates who apply by February 20 2025. Applications will be accepted until the job posting is removed.

How To Apply

Please click Apply Now to complete the California State University Chancellors Office online employment application.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race religion color ancestry age disability genetic information gender gender identity gender expression marital status medical condition National origin sex sexual orientation covered veteran status or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who selfdisclose by contacting the Senior Human Resources Manager at.

Title IX

Please view the Notice of NonDiscrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: position requires new hire employment verification to be processed through the EVerify program administered by the Department of Homeland Security U.S. Citizenship and Immigration Services (DHSUSCIS) in partnership with the Social Security Administration (SSA).

If hired you will be required to furnish proof that you are legally authorized to work in the United States.The CSU Chancellors Office is not a sponsoring agency for staff and Management positions (i.e. H1B VISAS).

COVID19 Vaccination Policy

Per the CSU COVID19 Vaccination Policy it is strongly recommended that all Chancellors Office employees who are accessing office and campus facilities follow COVID19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age medical condition and other relevant indications.

CSU Out of State Employment Policy

California State University Office of the Chancellor as part of the CSU system is a State of California Employer. As such the University requires all employees upon date of hire to reside in the State of California. As of January 1 2022 theCSU OutofState Employment Policyprohibits the hiring of employees to perform CSUrelated work outside the state of California.

Background

The Chancellors Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.