Administrative Support Coordinator II

This position’s responsibilities are carried out under general supervision. The incumbent is responsible for coordinating the full scope of clerical and administrative support operations for the grant funded Wellness WORKs! program, a CalWorks referral program. The position performs advanced administrative support functions in support of program operations, CalWORKS! participant services, and program activities. Responsibilities include coordinating complex administrative processes and projects, analyzing operational and procedural issues, tracking budgetary and operational data, preparing reports and correspondence, and independently interpreting and applying university and department policies and procedures. The incumbent exercises a high level of judgment and discretion in supporting the effective administration of the unit.

• Serve as a key administrative liaison for departmental and Wellness WORKs! program activities with internal and external stakeholders. 
• Coordinate cross-departmental activities involving Wellness WORKS! participants, instructors, case managers, community partners, and funding agency. 
• Plan and coordinate complex administrative projects and program activities from initiation through completion. 
• Provide procedural recommendations to improve administrative efficiency and workflow processes. 
• Handle sensitive operational and participant-related matters requiring discretion and sound judgment. 
• Facilitate communication and collaboration among Wellness WORKS! participants, instructors, referring agencies, community partners, and internal departments. 
• Represent the department and Wellness WORKs! program in meetings related to program and unit activities. 
• Prepare detailed summaries, reports, and supporting documentation to assist administrative decision-making.
• Track, monitor, and review budget activity and prepare detailed financial and operational status summaries. 
• Monitor multiple funding sources and related expenditures for compliance with established fiscal procedures. 
• Review financial and operational documentation and resolve discrepancies related to departmental and program activities. 
• Compile and summarize data related to Wellness WORKs! participation, session schedules, instructor workload, events, and program trends. 
• Prepare comprehensive reports, summaries, and supporting documentation for leadership review. 
• Review budget and program trends and prepare explanatory summaries as needed. 
• Coordinate documentation related to audits, accreditation, program reviews, and operational planning processes. 
• Apply established fiscal policies and procedures in financial processing and administrative support activities.
• Coordinate the full scope of clerical and administrative support operations for the department and Wellness WORKs! program. 
• Review and refine office procedures to improve workflow efficiency within established guidelines. 
• Establish workflow priorities and monitor completion of unit assignments and support activities. 
• Provide lead work direction and workflow coordination related to department and program support functions. 
• Independently resolve complex operational and procedural issues within established policies and procedures. 
• Coordinate meetings, sessions schedules, training workshops, special events, and related activities for the Wellness WORKs! program. 
• Identify procedural gaps and coordinate implementation of approved process adjustments. 
• Make independent decisions regarding day-to-day administrative and operational support activities consistent with university policies and department procedures. 
• Work with Wellness WORKS! participants, instructors, community partners, funding agency,, vendors, and campus partners to assist with resolving operational issues.
• May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards. 
• At the direction of appropriate administrator, may provide support to other areas as needed. 
• The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
• Other duties as assigned.