Administrative Support Coordinator (Administrative Support Coordinator I), Educational Opportunity Program

Job Summary:

Under the general supervision of the Educational Opportunity Director, the Administrative Support Coordinator I, provides overall administrative and clerical support to the Office of Educational Opportunity Program (EOP).

Responsibilities:

• Acts as the primary office receptionist and support for Office of Educational Opportunity Program (EOP)
• Overseeing the office’s day-to-day operations.
• Screens telephone calls and office visitors. Furnishes information and/or refers callers to    the appropriate individuals or other campus offices.
• Takes messages and schedules appointments, interviews, and meetings for EOP Staff.
• Answers routine questions from university personnel and the general public regarding the Educational Opportunity Program, Renaissance Scholars Program and Summer Bridge Program.
• Answers initial student inquiries and/or directs the students to appropriate individuals or other campus offices. 
• Sends information to individuals inquiring about the EOP/RSP/Bridge programs, or refers to appropriate personnel.
• Maintains department bulletin board.
• Maintains front desk area in an orderly manner.
• Maintains department signage.
• Oversees and maintains department contracts (i.e. copier service, telephones) in collaboration with the department Budget Analyst to maintain accurate budget records.
• Prepares and processes State and Philanthropic travel advances, expense claims and mileage reimbursements in collaboration with the department Budget Analyst to maintain accurate budget records.
•  Submits online Staples/Amazon orders for office supplies, equipment, hardware and software on a regular and as needed basis in CSUBUY. Assists in maintaining office supply storage.
• Processes, obtains approval, submits and monitors monthly payroll for all staff members in the department.
• Provide administrative support to EOP Assistant Director and EOP Director.
• Types material from handwritten copy: correspondence, memos, reports, agendas and educational program materials.
• Assembles and prepares material for distribution. (i.e. Returning Student Appointments, Mid Semester Evaluations, Graduate Reception invitations)
• Inform appropriate supervisors when a staff member is absent.
• Schedules staff and committee meetings.
• Receives department orders (i.e. Staples) and verifies that inventory received matches original order.
• Obtains and distributes staff paychecks.
• Maintains, monitors tracks and prepares recruitment supplies for EOP Outreach presentations.
• Assists EOP Graduation Reception Coordinator (i.e invitations, RSVP lists, student certificates)
• Prepares, submits and tracks department duplicating requests to Printing Services department.
• Develops and updates front desk operations manual.
• Provides input on office procedures.
• Prepares and submits facility use requests for on campus meetings or events.
• Locates and retrieves any student records as requested by staff( i.e. archived files)
• Converting documents to imager and assists with maintaining online file system.
• Secures student records and information to maintain student confidentiality.
• Operates all office machines and equipment required.
• Receives, date stamps, and distributes mail on a daily basis.
• Attend staff meetings.
• Meet with Department Budget Analyst on a regular basis to discuss front desk operations, daily matters and office management.
• Perform other duties as assigned.
• Prepare materials for mailings.

Minimum Qualifications:

• Education: Completion of a high school program, technical/vocational program, or their equivalents.
• Experience: At least 3 years of related office work experience

Required Qualifications:

• Experience to be fully functional in all technical aspects of work assignments.
• Ability to understand and operate in a variety of organizational structures.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling. Ability to clearly communicate orally and in writing.
• Ability to use and quickly learn new office support technology systems and software packages.
• 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