Administrative Support Coordinator (Administrative Support Coordinator I) - Information Technology Services - Temporary

Job Summary:

Provide a full range of routine clerical and administrative support functions to support the departments under the purview of the Chief Information Officer (CIO), including Digital Transformation (Dx), Information Security and Compliance (ISC), and Strategic Technology Initiatives (STI).

Duties and Responsibilities.

• Reporting to the Director of Information Security and Compliance, the administrative support coordinator will work under the general direction of the directors of Information Security and Compliance, Digital Transformation, and Strategic Technology Initiatives.
• Process Cash Posting Order (CPO) requests. Track, order, and maintain inventory of office supplies and Personal Protective Equipment (PPE). Coordinate travel arrangements, submit travel requests, and process travel expense documentation through Concur for reimbursement in compliance with CSU policies and procedures.
• Effectively communicate with campus partners, answering incoming calls and assisting callers according to university policies and procedures.
• Ability to handle multiple work unit priorities including but not limited to maintaining the calendars of the Director of Digital Transformation, the Director of Information Security and Compliance, and the Director of the Office of Strategic Technology Initiatives. Coordinate and schedule meetings, including IT Governance Subcommittee meetings, and provide logistical support. Attend meetings as needed and record accurate meeting minutes when necessary.
• Support Information Technology Services (ITS) in absence of other Administrative Support Coordinators (ASC’s). Duties may include coordinating and supporting hiring search committees.
• Serve as a timekeeper and attendance clerk for staff and student payroll. Coordinate recruitment and hiring process for new staff and student assistants.
• Provide lead work direction to newly hired staff and student assistants, guiding them through campus procedures and operational processes. Accurately maintain department records.

Information Security and Compliance

• Information and Communication Technology (ICT): Assist in outreach to requesters and vendors to obtain and review required security documentation, including the Higher Education Community Vendor Assessment Tool (HECVAT), for submissions involving sensitive information.
• Computerized Information Access (CIA) Requests: Assist with monitoring CIA form queues, as well as outreach to requesters of access, CIA delegates, ITS Training Services and many other various stakeholders’ campus-wide for the completion of CIA requests.
• CSULearn Compliance: Assist with compliance tracking and outreach to individuals who have overdue/expired/incomplete training for Data Security/FERPA, HIPAA, and Red Flag training modules.

Digital Transformation:

• Apply thorough knowledge of office systems to upload files to the website and update information using Drupal.

• Assist in maintaining portions of the ITS website.

• Maintain the inventory of computers and printers with the office of Property Management.

Procurement:

• Track financial data, reconcile accounts, monitor department budgets, and make simple projections.
• Process documentation for payments for Accounts Payable and printing requests.
• Reconcile the monthly procurement credit card report and process requisitions for purchase orders in the Purchasing department.
• Maintain records of renewals for agreements and software.
• Maintain department Procurement Card and settle statements, maintain department orders, facilitate the purchase of supplies for the department, and maintain inventory.
• Submit work requests and printing requests.
• Contact outside vendors for different projects and follow through with quotes and purchases.

Other classification-related duties as assigned.

Minimum Qualifications: 

• High School diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

- Experience to be fully functional in all technical aspects of work assignments.
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
- Thorough knowledge of English grammar, punctuation, and spelling.
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
- 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