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Administrative Support Coordinator - Dept. of Sustainable Hospitality Management
Job no: 519703
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time
Classification: Administrative Support Coordinator I
Anticipated Hiring Salary: High $3,000s mo.
CSU Salary Schedule
Hours: Full-time / 40 hours per week
Priority Screening Date: Extended to October 30, 2022
Recruitment Status: Open Until Filled
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students. The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.
Under the general supervision of the College of Business Dean and lead direction from the Director of the Sustainable Hospitality Management Program (SHM), the Administrative Support Coordinator is responsible for providing office support to maintain the administrative objectives for Sustainable Hospitality Management.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Office Support: Maintains strategic office management for the SHM program by prioritizing and responding to daily routine communications. Maintains calendar, schedules appointments, reschedules appointments or meetings, as appropriate. Assembles and distributes information/documents and agendas pertinent to meetings; handles collection and coordination of information related to SHM activities. Coordinates arrangements for travel; prepares and processes travel authorization, reimbursement and claim forms/documentation. Sorts and processes mail, identifies priority items for the SHM Director's review, and forwards other materials to the appropriate area. Ensures that confidential information and required documentation are received, completed, and maintained appropriately. Identifies supplies, materials, equipment, and services needed for the office and/or requested by the Director of SHM. Receives and organizes supplies for storage and/or distribution.
- Administrative Support: Ensures Director of SHM provide accurate and timely reports and documentation to the Dean of the College of Business and the University. Coordinates clerical and administrative support functions across the SHM programs in conjunction with the COB Analyst. Works with other administrative support staff to manage a broad range of operational and procedural office and administrative problems, which may at times require research for problem solving. Assists in tracking budget expenditures and maintaining balances and information. Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, MOUs, expensing, student petitions, matriculation policies and procedures.
- Program Support and Event Coordination: Supports the SHM Program and College of Business with planning and implementation of special events such as Showcase, Symposium, etc.-initiates the creation and further development of promotional projects to include special events publicity for the SHM programs, and tracks event budgets.
- Policy Adherence: Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, MOUs, expensing, faculty contracts, student petitions, matriculation policies and procedures. Ensures College compliance with all University policies, procedures, and regulations; supports student compliance with university registration policies. Maintains a system of easy access to all reports, policies, procedures, and regulations. Assumes accountability for precision of communication regarding the SHM programs.
- Academic Records and Standards Maintenance: Maintains a system of materials, documents, files and records for both physical and electronic materials, including reports, logs, and correspondence. Maintains, organizes, assembles, and /or summarizes information from office files or other sources for the SHM Director's use during appointments or meetings; assists with the production of reports, statistical data, brochures, flyers, and other publications in accordance with branding standards from University Communications.
- Customer Service: Independently and professionally greets and screens visitors, telephone calls, and mail, taking the required action or referring requests as appropriate; responds to questions from the general public, students, staff, and faculty about requirements, program status, individual services, and other information using tact and diplomacy. Serves as the office point person for the Department Office.
Performs other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge: Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of English grammar, punctuation, and spelling. Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages. Working knowledge of budget policies and procedures.
Skills: Experience to be fully functional in all technical aspects of work assignments.
Ability to: 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 broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Must possess 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. 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. Some positions may require a 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
Skill in: Microsoft Word and advanced Excel (including linking worksheets, pivot tables, and creating formulas), preparing PowerPoint presentations to include statistical information, providing exceptional customer service, project management skills, and planning and executing meetings and events.
Technical fluency with MailChimp, social media platforms, website editing, Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent student/finance information system; five years of experience working with Microsoft Office Professional Suite (Word, Excel, and PowerPoint). Three years of experience performing effectively in environments with frequent workload changes and competing demands.
Technically proficient in the use of Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); Oracle-PeopleSoft or equivalent student, HR and Financial information systems; reporting tools; 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 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:
- 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.
- This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107.
- 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.
- Requires 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. Requires 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.
Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.
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 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, 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 University Personnel at (831) 582-3389 or email firstname.lastname@example.org. 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.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity Affirmative Action 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.
To apply, visit https://careers.csumb.edu/en-us/job/519703/administrative-support-coordinator-dept-of-sustainable-hospitality-management
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