Office Support Coordinator (Administrative Support Coordinator I) , Palm Desert Indian Wells Student Services

 

 

 

Job Summary:

This position provides administrative and operational support for the Indian Wells Student Services office, including budget tracking, adherence to established policies and procedures, and coordination of daily office functions. The incumbent applies judgment in resolving routine administrative matters, coordinating projects, and guiding student assistants to support efficient service delivery. The position also assists in the planning and implementation of programs and events that promote student engagement, enhance student life, and foster a sense of belonging at the Palm Desert Campus.

Responsibilities:

• Coordinates and tracks student engagement and orientation expenditures; prepares budget reports and monitors financial activity.
• Processes purchase requisitions, budget requests, and travel documents, ensuring compliance with CSU and campus policies.
• Coordinates Executive Director’s travel, including preparing and reconciling requests, resolving issues, and submitting reimbursements.
• Maintains the Executive Director’s corporate card, including monthly reconciliation, compliance review, and adherence to deadlines.
• Applies CSU Hospitality Policy to support event coordination; ensures required forms and approvals are completed and identifies process improvements.
• Support office operations, including inventory management, ordering supplies, coordinating equipment repairs, processing mail services, and maintaining staff mailboxes.
• Coordinates printing, duplicating, and electronic form management, including updating QR codes and recommending process improvements.
• Serves as the primary point of contact for students, faculty, staff, and visitors at the Indian Wells (IW) Student Services front office, providing information, referrals, and problem resolution.
• Analyzes inquiries and applies policies across admissions, advising, and student services; escalates complex issues as needed.
• Assesses customer service needs and supports implementation of solutions in alignment with university policies and procedures.
• Responds to email inquiries in a timely manner, drafts professional correspondence, and maintains accurate communication records.
• Coordinates fingerprinting services for on-campus hires, students, and community members; ensures compliance with CSU and state requirements.
• Provides lead work direction to student assistants, including training, scheduling, and oversight of daily tasks; monitors performance and provides input for evaluations.
• Coordinates hiring and onboarding with Human Resources/Student Employment, ensuring compliance with federal, state, and CSU requirements.
• Tracks Federal Work Study allocations and hours; develops recommendations to ensure compliance and prevent fund exhaustion.
• Ensures Federal Work Study training is completed by both student assistants and supervisors; interprets and applies related policies.
• Coordinates logistics for student engagement events, orientations, and signature programs; responsibilities include scheduling, space reservations, vendor coordination, hospitality compliance, and budget reconciliation.
• Works collaboratively with departments and external partners to plan, execute, and evaluate events; recommends improvements based on feedback and outcomes.
• Resolves event-related issues, applying judgment and discretion to ensure successful execution and compliance with university policies
•  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 ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, includi