Job Description

CLASSIFICATION TITLE: Administrative Support Coordinator I 10/12

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2027.

FT/PT: Full-time

PAY PLAN: 10/12 Pay Plan

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,373 - $3,579

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,373 - $5,463

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

**This is a 10/12 pay-plan designated position. ** Employees appointed on this 10/12 pay-plan position work 10 months of the year and receive the months of June and July off. Employees are paid an amount equal to 10 months’ salary over a period of twelve months.

POSITION PURPOSE: Within the College of Social Sciences and Education, the department of Human Development and Family Studies provides students with a variety of courses to obtain knowledge and refine skills in observing, assessing, interpreting, and implementing programs for children and families; working with and supervising child-centered programs; participating in supportive structures for children and adolescents; and understanding families from diverse backgrounds.

Under general supervision of the Dean of Social Sciences and Education, and with daily lead direction from the department chair, the Administrative Support Coordinator provides general office support, employing appropriate policies and procedures in accordance with the mission of Social Sciences and Education. Duties include direct responsibility for supporting, contributing to, or leading clerical and administrative support for the department of Human Development and Family Studies. Primary areas of support include administrative duties, budget support, scheduling, and faculty support, with other job duties as assigned.

DUTIES & RESPONSIBILITIES:

Administrative Support

• Maintain confidential information and files, ensuring proper organization and security protocols are followed to protect sensitive data.
• Receive and respond to initial requests for general information about the department and program, providing accurate and helpful responses in a timely manner.
• Provide information to prospective students, faculty, and community members relating to department information and procedures in a friendly and professional manner.
• Maintain and update the department chair calendar, scheduling appointments, meetings, and other engagements, and providing timely reminders.
• Schedule and prepare materials for various department meetings, including agendas, handouts, and presentations, ensuring all necessary resources are available.
• Attend, take minutes, and transcribe minutes at the Department meetings. Distribute minutes to the department chair for review and approval.
• Maintain office supply inventory and process office supply orders for the department, ensuring adequate stock levels and cost-effective purchasing in accordance with campus procedures.
• Serve as the Department Property Custodian, monitoring inventory records, conducting audits, and ensuring proper use and maintenance of department assets.
• Complete facilities request as needed for the department.
• Prepare, track, and obtain signatures for department documents such as travel claims, add/drop slips, business meal approvals, and any other documents pertaining to the department.
• Work with different office equipment and office technology including Microsoft office, Excel, 25Live, Peoplesoft, meeting maker and first-class to complete a variety of administrative tasks.
• Work with the department chair and committees to assist in compiling documents for accreditations and new faculty hires.
• Sort and distribute mail to appropriate staff or department faculty.
• Guide and assist students with any questions or concerns regarding their schedule or registering.
• Complete reprographic orders for the department when requested.
• Schedule and assist in the coordination of department events and commencement ceremonies during the academic year, providing logistical support and ensuring smooth execution.
• Pick up the paychecks/stubs for the department.
• Manage department website using WCMS; responsible for updating the website with current information.
• Assist with OER file organization in CSUB management system.

Budget Support

• Assist with the planning, coordination, tracking, and monitoring of department budgets.
• Process and track all accounts payable and accounts receivable transactions, including purchase requisitions, offices supplies, direct pays, chargebacks, vending services, parking requests, travel claims, business meal approvals.
• Maintain accurate records and reconcile budget with PeopleSoft when needed.
• Complete requested budget reports and provide to appropriate parties as requested.
• Responsible for all ProCard purchasing and monthly reconciliation reports.
• Assist with grand budget support as needed.

Schedule Support

• Enter the course schedule and all related course information in PeopleSoft, ensuring accurate and up-to-date information is available for students and faculty.
• Assist with inputting advising records in PeopleSoft.
• Update any requested changes to job codes and workload.
• Run class rosters when needed to support enrollment numbers being evenly distributed among the courses.
• Enroll students in individual study courses, ensuring proper registration and compliance with academic policies.
• Assist the department and students regarding any issues or concerns with the schedule, providing support and troubleshooting to resolve scheduling conflicts or problems.

Faculty Support

• Coordinate faculty or new hire faculty travel arrangements, including booking transportation, accommodations, and processing travel reimbursements, ensuring compliance with university travel policies.
• Assist faculty change of grade forms, travel claims questions, and copying if needed.
• Prepare hiring forms for adjunct faculty and student assistant hires, ensuring all necessary documentation is completed accurately and submitted in a timely manner.
• Maintain faculty files, ensuring confidential and organized record-keeping of faculty-related documents and information.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s):

• Regular and reliable attendance is required.
• Ability to apply independent judgment, discretion and initiative to address problems and develop practical and creative solutions.
• Skill in providing general office support, including sorting standard and electronic mail, initiating reports and queries, creating and maintaining electronic records and files, arranging meetings and events, and maintaining office support technology.
• Ability to work with Department Chair to compile financial data and monitor department budget in accordance with budget policy and procedures.
• Ability to work with department Search Committee for Faculty recruitment.
• Experience to be fully functional in all technical aspects of work assignments.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret and communicate policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications in a PC/MAC environment including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Thorough, detailed knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

SPECIAL CONDITIONS

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her state employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams, AVP of Civil Rights and Compliance, (661) 654-2713.