Job No. 549951 Administrative Support Coordinator I

CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2026. Any continuation beyond June 30, 2026, is contingent upon satisfactory performance and available funding.

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:

DUTIES & RESPONSIBILITIES:

Coordinate Administrative Activities for Department

• Serve as the first point of contact by greeting and assisting students, faculty, staff, and community members.
• Perform general office functions such as answer phones and convey messages, screen, and distribute mail, take and transcribe meeting minutes, coordinate travel arrangements and process travel forms for department personnel, etc.
• Provide support to students, department chair in Biology, and faculty in the department of Biology.
• Create, maintain, process, and complete forms, letters, procedures and reports, and review for completeness and accuracy, including preparing forms and signature authorities for changeover in department chairs when needed and processing and assisting with Campus Separation Forms.
• Assist new faculty and staff with campus forms for computer access, emails, ID cards, Business cards, and coordinate office space.
• Maintain confidential office files digitally, including faculty, staff and student hiring information using university system
• resources like BOX and AdobeSign.
• Process departmental personnel transactions including faculty, staff and student hiring, separations, and timekeeping using university systems like PeopleSoft and AdobeSign. 
• Schedule meetings using Microsoft Outlook and assist in other event arrangements using university systems like 25Live.
• Provide web site support for the department as needed.
• Ensure a safe work environment by supporting university safety protocols.
• Monitor inventory and procure supplies, equipment, and materials as needed. Research and provide quotes for large department purchases including IT purchases. Submit IT forms for approval of new software.
• Assist in faculty searches including preparing forms for approval, maintaining, and accepting applicant files, logging paperwork and correspondence between applicants, scheduling on campus interviews and coordinating travel and travel documents for on campus visits.
• Assist graduate program director with downloading and processing graduate student applications through OnBase.
• Maintain graduate student files throughout program. Update graduate student group codes, assign student standing, update evaluators with student concentration outlines, schedule student thesis presentations, and process graduate student forms.
• Coordinate logistics, schedule, and provide administrative support for department meetings and events. 
• Run a variety of standard queries using Campus information systems (PeopleSoft, runner connect etc.) as needed for department statistics and information.
• Train student assistants on department protocols and procedures. Post student assistant positions on Handshake and monitor applicants.
• Enter and request facilities requests for disposal of liquidated assets, coordinate painting and room updates, and other facilities requests as needed.
• Schedule and assign part-time faculty and teaching associates to offices for required office hours.
• Maintain department bulletin boards and organizational charts.

Department Budget Support

• Assist with coordinating, tracking, and monitoring budgets, including gifts, donations, and special initiatives. Assist with monitoring, projecting, and reconciling fiscal accounts, including those of new faculty (startups).
• Determine a