Administrative Support Coordinator (Admin Support Coord 12 Mo), FTO - VP Office Admin

Job Summary:
Under the general supervision of the Operations Manager, the Administrative Support Coordinator I will provide administrative, travel, and financial support to the Office of the Vice President, Institutional Research and Analytics, and the Audit and Advisory Services Office, ensuring efficient front office operations, effective meeting coordination, and accurate travel and financial document processing. They will assist in event coordination, special projects, and student assistants, contributing to the smooth execution of divisional initiatives and maintaining organized and timely administrative processes.

Duties and responsibilities

Administrative Support:
• Provides a full range of administrative support to the Vice President/ Chief Financial Officer (CFO), Manager of Operations, Chief Data Officer, and Executive Director for Audit and Advisory Services.
• Coordinates all front office operations, including but not limited to, answering telephones, greeting guests, and directing them to the appropriate personnel utilizing University knowledge of policies and procedures.
• Ability to handle multiple work unit priorities such as maintaining calendars, coordinating meetings, recording minutes, and maintaining action items.

Travel & Financial Support
• Prepared travel arrangements for the Vice President, Chief Data Officer, and Audit and Advisory Services Executive Director.
• Process travel expenses.
• Prepare and process requisitions, purchase orders, reimbursements, and payment requests.
Event Coordination
• Plan and coordinate events hosted by the Office of the Vice President, Office of Institutional Research and Analytics, and Office of Audit and Advisory Services.
• Process event paperwork including but not limited to, invoices, hospitality forms, and backup documentation, to ensure timely payment.
• Assist with the distribution of event announcements and invitations and collect responses. Update and maintain the guest list.
• Assist with room reservations and hospitality orders.
Special Projects
• Assist with varied and complex divisional projects and initiatives, often involving coordinating, prioritizing, and monitoring tasks to ensure alignment with divisional goals. Utilize reasoning and judgment and to develop practical, thorough, and creative solutions.
Student Assistant
• Serve as the timekeeper for the student assistant(s). Coordinate schedules, review, and submit timesheets for approval and processing.
Miscellaneous
• 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, including those at a higher level and those sensitive in nature.
Preferred Qualifications:
• Thorough knowledge of office methods, procedures, and practices.
• Fluency in using standard office software.
• Ability to learn, interpret independently, and apply various complex policies and procedures and identify deviations from applicable policies.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and, at times, creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature.
• Active problem-solving and practical interpersonal skills, as this work often involves front-line contacts with various campus and community individuals.

License and Certifications
• Valid CA Driver's License

Anticipation Salary Range: $3,864 per month
Classification Salary Range: $3,864 – 6,072 per month

The salary offered will take into account internal equity and experience among other factors.

The CS