Administrative Coordinator (Fire Safety/Construction Services)

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Administrative Coordinator (Fire Safety/Construction Services). The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $4,250 per month, commensurate with qualifications and experience.

The salary range for this classification is $3,864 to $6,072 per month.

Classification

Administrative Support Coordinator I

Position Information

The California State University, Office of the Chancellor, is seeking an Administrative Coordinator (Fire Safety/Construction Services) to provide administrative and technical support to the Fire Safety and Construction Services unit in CPDC. This includes general office coordination and responsibility for campus files and unit project support.

This position is approved for telecommuting (two days telecommuting, three days in office (in-person)) with onsite work at the main headquarters located in Long Beach, California.

Responsibilities

Under the general direction of the Director of Fire Safety, the Administrative Coordinator (Fire Safety/Construction Services) will perform duties as outlined below:

-Independently prioritizes and performs routine clerical tasks including file management, travel arrangements and reimbursements, scheduling of meetings, and attendance.

-Performs administrative duties including responding to daily inquiries via phone from campus professional and support staff, internal constituents, preparing memos, letters, drafts and correspondence as required.

-Assists managers by preparing for final review Board of Trustees items, reports to the Legislature, and/or outside agencies.

-Prepare documents for the Construction Services/Fire Safety Chancellor’s Office program.

-Prepares authorizations to proceed, quarterly reports, correspondence and other documents as related to Construction Services/Fire Safety Chancellor’s Office program as well as those reports required to meet the Office of the State Fire Marshal (OFSM) requirements.

-Produce reports from various databases.

-Order uniforms and supplies specific to Construction Services/Fire Safety needs.

-Assists in collating/distributing presentation and training materials, and logistical coordination for any and all training held at the Chancellor’s Office or online.

-Provides logistical support and planning assistance for unit meetings, trainings, and conferences.

-Oversee and develop department calendar for high visibility meetings and associations with distinctive attention to multi-level details.

-Coordinate with Chancellor’s Office Communications Department to maintain and update Construction Services/ OFS web information.

-Document processes and procedures and maintain the administrative analyst desk manual to reflect current model practices.

-Provides assistance and back-up to other units as needed.

Qualifications

This position requires:

-A minimum four years of progressive administrative experience.

-Ability to establish and maintain cooperative working relationships.

-Ability to function well in high volume, deadline-driven environment.

-Thorough knowledge of English grammar, spelling and punctuation; thorough knowledge of office methods, procedures and practices.

-Proficient and accurate in basic math.

-Ability to coordinate many different clerical tasks, determine relative importance of each, set deadlines, prioritize and complete projects accordingly; ability to learn, independently interpret and apply a variety of academic and organizational policies and procedures; ability to identify appropriate applications of written policies and procedures; ability and interest to learn the operations of a department.

-Ability to apply judgment, discretion and initiative in performing clerical work in a variety of subjects, programs or projects; ability to draft and prepare clean, concise and accurate cover memoranda in final form and correspondence requiring selection of materials