Administrative Support Coordinator - School of Business
Classification: Administrative Support Coordinator I Department Name: School of Business Job Number: MB2019-CB2566 Status: Open Until Filled. Priority Screening Date: 10/14/2019 Recruitment Status: Apply today! Application Screening Begins October 15, 2019.
Position Description: Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (www.csumb.edu) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7,000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay.
As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.
Under the general supervision of the Dean of the College of Business, with daily oversight by the Department Chair of the School of Business, 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 Bachelor of Science Business Administration (BSBA), the Bachelor of Science Sustainable Hospitality Management (BSSHM), and Master of Business Administration (MBA) Programs.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Accreditation and Assessment Project Design: Assists with designing and developing accreditation database structures. Works with Directors of Assessment and Curriculum 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 to support the student success standard of engagement (AACSB standard 13).
Scheduling: With minimal oversight, prepares course schedules for undergraduate programs; maintains accurate and detailed databases related to courses, schedules, and enrollments. Manages lecturer pools for recruitment when needed. Provides coordination and support for academic advising during orientation and registration; creates and prepares materials related to academic instruction and program outreach. Supports academic programs for consent calendar preparation and input for all graduate and undergraduate programs. Coordinates with Extended Education to plan courses/enrollments for summer/winter schedules.
Coordinating: Under general supervision of the Chair, program directors, and the Dean, coordinates clerical and administrative support functions and/or performance of administrative work in a large/complex academic program. Assists with planning and executing large scale, complex projects with broad, visible impact that involve coordination with other department programs and the Dean's office. Consults with the COB Senior Analyst to set priorities for temporary support staff and is accountable for workflow and completion of work. Interacts with program directors, Chair, Dean and outside community members, often in sensitive interpersonal situations.
Budgets: Maintains, tracks, reconciles, and reports office budget expenditures in a timely manner according to the procedures of the University. Provides budget status reports and projections as requested. Maintains all documentation for department purchases and other expenditures. Reviews and confirms accuracy of invoices for approval of payment.
Maintenance of BUS Office Infrastructure and Daily Operations: Acts as liaison on personnel functions and student/faculty relations. Provides lead work direction ensuring compliance with applicable policies and procedures. Serves as liaison with other administrative offices. Plans and coordinates department events.
Student Assistants: Recruits, hires, trains, and leads work direction student assistants in BUS department; approves student assistant hours for ALL student assistants within College of Business. In consultation with the Department Chair, establishes clerical procedures, controls the workflow, and sets priorities for the work of student assistants.
Office Coordination: Assists and/or directs students to appropriate resources for advising, registration, graduation or other issues. Directs temporary staff and student assistants to organize and maintain electronic and physical records and files for the programs and students within the programs. Maintains supplies, office files, and records. Prepares correspondence and handles complex telephone, mail and email requests. Schedules and coordinates large meetings, activities, and events. Attends meetings, prepares minutes or summary notes, and tracks action items.
Perform 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.
Specialized Skills: Skill in: Excel, preparing PowerPoint presentations to include statistical information. Experience tracking and monitoring budgets, revenue, and expenditures. Excellent English writing skills and customer service skills. Experience with event planning. Working knowledge of desktop publishing software and social media applications.
Preferred Qualifications: Completion of a high school program, technical/vocational program, or their equivalents AND at least three (3) years of related office work experience. Technical fluency with Banner in the use of Microsoft Office Suite; Googles G-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. Highly desirable: Demonstrated understanding of and commitment to CSUMBs Founding Vision Statement.
Special Conditions of Employment:
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:
control over, cash, checks, credit cards, and/or credit card account information; and
This position is required to comply with confidentiality requirements outlined in the Department of Educations Family Educational Rights and Privacy and Californias 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 Universitys liability coverage.
May require occasional evenings and/or weekend work.
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.
Compensation and Benefits: POSITIONINFORMATION:
Type of Appointment: Full-time, probationary
Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit CSU Benefits R07. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information.
For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. 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 University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).
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 state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery
CSUMB is a smoke and tobacco-free campus.
CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment 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.
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California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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