Job No. 543492 Administrative Support Coordinator

CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

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

ANTICIPATED HIRING RANGE: $3,864 - $4,300

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

CSU CLASSIFICATION SALARY RANGE: $3,864 - $6,072

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, 14 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: The Administrative Support Coordinator I, independently under general supervision of the Dean of the School of Business and Public Administration, and with daily lead direction from the Department Chair for Management and Marketing, performs the full range of clerical and administrative support functions for the department of Management and Marketing. Duties include providing administrative support for academic faculty and staff, general department administrative support, and budget support. The Coordinator also serves as the first point of contact for the department monitoring and responding to inquires as necessary.

DUTIES & RESPONSIBILITIES:

Academic Administrative Support

• Proficiently address and resolve student and faculty needs using appropriate judgement and problem-solving skills.
• Create faculty and lecturer office hours spreadsheet each semester.
• Assist assessment coordinator in scheduling meetings, distributing materials, ordering lunch, etc.
• Enter, monitor, and update department courses in PeopleSoft and track enrollments each semester.
• Set appointments and meetings for department chairs and program directors.
• Assist in the preparation of course materials, exams, and department reports as requested.
• Complete Faculty Hire Information worksheets each semester. Ensure proper supporting documentation has been received when completing faculty hiring paperwork.
• Assist students with general questions and direct them to appropriate individuals within the University/School to get more complex questions answered as needed.
• Assist students with locating and completing forms such as Add/Drop Request Form, Petition for Exception, Petition for Course by Individual Study, Request for Incomplete Grade, Change of Grade Request, etc.
• Upload faculty syllabi to Taskstream.
• Assist other BPA Administrative Support Coordinators with updating the full- and part-time faculty orientation/training binder to familiarize new and continuing faculty with various processes, procedures, and policies at the Campus and department level.
• Assist with new faculty hires including coordinating ads/placement services, maintaining an applicant database, assisting with campus visit itineraries and communications, and travel arrangements and associated reimbursements.
• Coordinate, organize, and plan special annual department events, open to campus and the greater Bakersfield community.

General Department Administrative Support

• Serve as the first point of contact for faculty, students, vendors, public community members, administrative staff, and student assistants for the department.
• Screen visitors to the office and make independent judgements about appropriate referrals when questions fall outside of the scope of knowledge.
• Organize and distribute incoming mail, emails, and telephone calls as necessary.
• Respond to all correspondence in a timely, professional, and courteous manner.
• Keep inventory of department computing devices and printers. Track device locations for campus compliance.
• Record and transcribe accurate and timely meeting minutes for Marketing & Management department meetings and assigned BPA committees.
• Schedule meetings and events using 25Live.
• Keep inventory of office supplies while ensuring products are ordered in a timely manner.
• Work with Public Affairs & Communications Specialist to update department website and report applicable changes.
• Complete travel forms such as Travel Authorization Request Form, Faculty Development Form, and Travel Claims for faculty.
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