Administrative Support Coordinator

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 Support Coordinator. 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 $4,334 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 Support Coordinator to provide administrative and operational support to the Office of Tribal Relations and will support Native American Graves Protection and Repatriation Act (NAGPRA) and California Native American Graves Protection and Repatriation Act (CalNAGPRA) compliance efforts as well as additional office initiatives. This work is sensitive, and the ASC should be a good listener, respectful, willing to learn, and communicate well, both in verbal and written formats. The ASC will perform a variety of moderately complex clerical duties in support of the CSU system wide Tribal Relations efforts. Responsibilities include maintaining the Office of Tribal Relations’ calendar, coordinating travel arrangements, planning and scheduling in-person and virtual meetings (including events and trainings), conducting data entry, generating and processing documents, overseeing project budgets and tracking expenses, creating and managing filings systems to track and archive sensitive information and communications, serves as the primary point of contact for general inquires, and assists as needed with departmental activities. Some travel may be required to assist with off-site events or projects. Additionally, the ASC oversees the office and performs other duties as assigned.

This position is located in Sacramento, CA.

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

Responsibilities

Under the general direction of the Executive Director, Office of Tribal Relations, the Administrative Support Coordinator will perform duties as outlined below:

Administrative Support and Coordination:

-Provide administrative and operational support for the Office of Tribal Relations and professional staff.

-Coordinate, plan, and provide lead work direction for the day-to-day workflow. 

-Serve as point of contact for general inquiries and office reception, handling difficult and delicate matters with a calm professional demeanor.

-Generate correspondence and maintain contact information for various entities, sovereign nations, and individuals.

-Develop, organize, and maintain office filing systems and secure highly confidential information.

-Evaluate operational processes and make recommendations to improve workflow or accuracy.

-Records and transcribes confidential or legal information, including proceedings of meetings.

-Maintain calendars for the Office of Tribal Relations staff.

-Provide support and coordination; assisting with long-range planning, surveys, and other reports of a strategic nature such as cost benefit analyses, financial, and statistical reports.

-Perform varied and complex administrative assignments that require research, coordination, collaboration and expedite reports and for the Office of Tribal Relations and professional staff.

-Support events and trainings.

Budget:

-Monitor and maintain project budgets and provide budget status reports, and records of all purchases and expenditures.

-Prepare and submit approved service work orders; track associated expenditures.

-Coordinate travel arrangements, prepare and submit Travel Requests and Expense Claims.

-Communicates budget issues to the Executive Director and makes recommendations.

-Process and reconcile purchase requisitions, PCC and cash purchase requests, staff reimbursements, foundation check requests, printing requests.