JHBC College Office Coordinator (Administrative Support Coordinator II), JHBC Deans Office

 

 

 

 

 

 

 Job Summary:

 Coordinates the clerical and administrative support functions of the Jack H. Brown College (JHBC) Office. Administrative work involves evaluation and recommendations related to operational and procedural matters, primarily the required day-to-day clerical and administrative functions and duties of the college office.

 

Responsibilities:

• Coordinates and oversees all payroll and procurement operations for the Jack H. Brown College (JHBC), ensuring accurate, compliant, and timely processing of transactions in accordance with CSU policies and procedures.
• Serves as the college timekeeper, managing payroll certification, reconciliation, and discrepancy resolution while coordinating with Payroll, Human Resources, and Fiscal Affairs to ensure compliance and accurate payroll processing.
• Administers procurement and travel processes, including purchase requisitions, reimbursements, and expense transactions, ensuring adherence to CSU policies and timely processing through collaboration with Procurement Services, Accounts Payable, and vendors.
• Coordinates faculty additional pay processes, including preparation and submission of pre-authorizations, payment authorizations, and CHRS Temporary Academic Employment appointments, ensuring accuracy and completeness of transactions.
• Monitors inventory levels and coordinates purchasing activities to maintain operational readiness and support college needs.
• Coordinates a broad range of administrative support functions, organizing and prioritizing workflows to ensure effective operation of academic and administrative activities.
• Plans and coordinates class scheduling, records management, reporting, and document preparation, ensuring compliance with university policies and procedures.
• Maintains and tracks administrative records, including employee attendance, timekeeping, office and classroom assignments, and classroom visitation data to support operational decision-making.
• Coordinates college meetings, events, and activities by managing logistics, scheduling, materials preparation, and follow-up actions to support program objectives.
• Interprets and applies CSU and campus policies and procedures, analyzes workflow challenges, and implements solutions to improve operational efficiency and effectiveness.
• Serves as an administrative resource to college leadership, faculty, and staff by resolving operational issues and ensuring continuity of services.
• Directs and coordinates clerical and administrative support functions for the JHBC office, establishing priorities and ensuring work is completed according to established standards and timelines.
• Provides lead work direction, training, and guidance to student assistants and support staff, assigning tasks, monitoring progress, and ensuring quality and timely completion of assignments.
• Serves as the primary office contact, independently responding to inquiries, resolving issues, and directing students, faculty, staff, and visitors to appropriate resources.
• Exercises independent judgment in managing daily office operations, prioritizing tasks, and resolving a wide range of administrative and operational issues.
• Coordinates administrative projects and initiatives from planning through implementation and evaluation to ensure alignment with departmental goals and operational needs.
• Performs other classification-related duties as assigned, including coordinating administrative functions during peak workloads, staff absences, and urgent operational priorities.

 

Minimum Qualifications:

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

 

Required Qualifications:

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, a