Administrative Support Coordinator

Administrative Support Coordinator

Job No: 536414
Work Type: Staff
Location: Los Angeles
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time




Job No: 536414; 02/26/2024

Administrative Support Coordinator
Administrative Support Coordinator I
Early Entrance Program

Salary Range: $3,505 - $5,508/Monthly (Budgeted Hiring Salary Range: $3,505 - $4,005/Monthly)

Work Schedule: Full-Time, Monday - Friday, 8:00 a.m. to 5:00 p.m.; non-exempt classification.

Essential Functions: The Administrative Support Coordinator (ASC) will support the operations of the Early Entrance Program (EEP). Duties include clerical, secretarial, and general office support functions such as general office support, tracking program expenses, processing travel and purchasing, and supporting special events. The ASC also will gather data, maintain an electronic and hard copy filing system, generate and track correspondence, greet students and guests, and communicate with a wide range of individuals and programs off campus as well as departments, colleges, and units across campus. Other responsibilities include: developing and implementing procedures for organizing and coordinating work assignments including projects for student assistants; maintain schedules and calendars for EEP program and staff; complete purchases, arrange travel and track expenditures; coordinate the supply and maintenance of the EEP office and kitchen suite, including supplies and furnishing for the administrative offices and three designated EEP student spaces (KH D140 and D142); coordinate and provide administrative support for EEP student advisement, including coordination of midterm grade reports, preparing end-of-term grade reports and verification of units-per-term for EEP students; verification of graduation and transfer; correspondence with EEP student parents; maintenance and organization of EEP student files; ensure compliance with campus policies and procedures, for EEP field trips, tutoring, volunteering, and/or leadership activity; maintain records and release forms for EEP and ensure that all is processed in accordance with relevant on- and off-campus policies and procedures; create and maintain webpages, social media, and marketing materials for EEP; coordinate and provide administrative support for the recruitment of students to EEP, including correspondence with prospective students, schools, applicants, and their parents; coordinating planning and execution of Open House events, scheduling interviews, collection and organization of applications packets; coordination of student mentors and tracking of courses and extracurricular activities for the summer EEP Honors Academy for incoming students; coordinate and provide administrative support for EEP alumni relations; and perform other duties as assigned.

Required Qualifications & Experience: Equivalent to three years of general office experience which includes providing ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative functions. Working knowledge of budget policies, procedures, and basic accounting skills. Knowledge of basic methods and procedures for research and the ability to apply them. Ability to make independent decisions and exercise sound judgment. Ability to demonstrate excellent English written and verbal communication skills. Demonstrated ability to establish and maintain effective working relationships within and outside a workgroup. Ability to handle large complex operations with a high level of visibility; apply independently a wide variety of policies and procedures where specific guidelines may not exist; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions; ability to handle multiple work priorities, and projects; ability to draft and compose correspondence and standard reports; ability to handle effectively a broad range of complex and sensitive communications; expertise with Microsoft Word, Excel and additional office software packages, technology, and systems. Ability to use negotiation and persuasive skills to achieve results and expedite projects. The incumbent must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

California State University, Los Angeles, 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 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Desired Qualifications: Knowledge of GET and basic knowledge of university procedures and policies; experience managing an office environment; experience working with community-based organizations; experience working with an Early Entrance Program; experience working with students, faculty, and community partners; Spanish language skills; knowledge of university policies and infrastructure; and experience with desktop publishing software.

Closing Date: Review of applications will begin on 3/11/2024 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

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 revised July 21, 2017, as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply. Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship. We are an Equal Opportunity/Title IX Employer.

To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678


Advertised: Feb 26, 2024 (9:00 AM)
Application closes: Open until filled

To apply, visit https://careers.calstatela.edu/en-us/job/536414/administrative-support-coordinator
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