Administrative Support Coordinator II

• Coordinate financial tracking across multiple fund types (e.g., general, course fees, IRA, UEE, grants, Foundation), ensuring expenditures align with budget allocations and applicable CSU/campus policies.
• Monitor grant funding conditions, including matching requirements and usage restrictions.
• Compile and maintain grant and auxiliary fund data, including award logs and match requirements.
• Audit and reconcile financial documentation for events, payroll, and facility use.
• Conduct reconciliations for student payroll, pro-card activity, Concur travel/expense reports, ShowTix and CashNet deposits, and chargeback services.
• Support internal cost recovery through chargeback billing and documentation.
• Review reimbursement and contract submissions for accuracy and completeness; ensure timely and accurate processing.
• Maintain compliance records for internal controls and assist with external audits and reporting requirements.
• Prepare and maintain monthly budget, income, and expense reports, including event and equipment maintenance budgets.
• Support valuation of insured assets through basic depreciation calculations.
• Provide data and projections to support mid-year and year-end financial reviews and other reporting needs.
• Facilitate regular meetings with SOA Chairs, Gallery Director, and staff; consult with faculty on budget allocations and spending.
• Collaborate with the key stakeholders to resolve financial questions and ensure smooth document flow.
• Serve as a resource for faculty, staff, and the public regarding financial procedures and university policies.
• Assist in onboarding and training new SOA staff.
• Review and process financial forms and transactions (e.g., requisitions, direct pays, lecturer pay, reimbursements) to ensure policy compliance and timely submission.
• Coordinate contracts, agreements, and supporting documents for events, guest speakers, consultants, and inter-campus artists.
• Manage internal billing and verify monthly chargebacks for facilities or tech services.
• Maintain organized electronic and hard copy financial records; assist with annual file archiving.
• Provide interim administrative support when departments are short-staffed.
• Provide ongoing budget oversight for the Art, Music, and Theatre programs; identify and report discrepancies or issues.
• Advise chairs, faculty, and staff on appropriate fund usage and budget planning.
• Support academic operations, including equipment maintenance planning, insurance reporting, and grant-related financial tracking.
• Assist with preparation of accreditation financial data and respond to data requests related to academic and grant reporting.
• Monitor billing and deposits for events hosted in SOA venues.
• Other duties as assigned.

Experience: Several years of related office work experience.

• Bachelor's degree in Business Administration, Public Administration, or related field.
• Minimum of 2 years of experience in coordinating administrative functions in a large academic or administrative office setting.
• Demonstrated experience in managing budgets and conducting financial analysis.
• Experience in higher education administration or academic program support is preferred.
• Experience managing large-scale, complex projects with broad impact, including project planning, execution, and evaluation.
• Experience in supervising and providing lead work direction to support staff, including training, guidance, and performance management.
• Familiarity with budgeting processes, payroll administration, and cash handling procedures.
• Proficiency in specialized software such as PicWeb, CMS, CFS, Data-warehouse, and Concur.