Department Coordinator

Job No: 538457; 5/1/2024

DEPARTMENT COORDINATOR
Administrative Support Coordinator I
College of Natural and Social Sciences – Physics and Astronomy

Salary Range: $3,864 - $6,072/Monthly (Budgeted Hiring Salary Range $3,864 - $4,206/Monthly)

Work Schedule: -Time, Monday - Friday, 8:00 a.m. to 5:00 p.m.; non-exempt classification.

Essential Functions: Under the general supervision of the Department Chair, the incumbent is responsible for managing the clerical and administrative support functions of the Department. The incumbent is expected to have general knowledge of and responsibility for all secretarial functions in support of the Department. The incumbent provides secretarial and basic technical support for the Department Chair and all faculty, including creating documents, scheduling, and file maintenance. The incumbent will: develop and maintain a complex system of electronic files to track data; monitor the department website and social media; serve as the primary contact for lecturers and teaching assistants; provide initial orientation to the department to new faculty members; interact with and solve problems for work unit customers and staff; calculate faculty costs; track utilization of department resources; build class schedules for the department; allocate use of special purpose rooms; and reconcile supervision rosters. The incumbent will: coordinate the processing of financial requests, track paperwork to ensure timely processing of purchase orders, requisitions, and contracts; complete university forms such as requests for travel, expense claims, petty cash requests, mileage reports, and requests for checks; balance and maintain all the Department’s State and UAS accounts; and reconcile Peoplesoft ledgers with the NSS Fiscal Assistant. The successful candidate will use a variety of office support technology and systems including Microsoft Word, Excel, and GET to enter data and generate reports; maintenance of PC-based databases; and use of electronic and voice mail.  The incumbent works independently, setting priorities and meeting deadlines in a busy office environment and performs other related duties as assigned.

Required Qualifications & Experience: Equivalent to three years of general office experience, which includes providing ongoing work coordination and/or providing lead work direction responsibilities with notable accountability for the work results of support staff or unit administrative functions. The incumbent must have a thorough knowledge of office methods, procedures, and practices and be proficient in office support technology, including Microsoft Word and Excel. The incumbent must demonstrate effective use of English grammar, punctuation, and spelling, and excellent oral and written communication skills. The incumbent must have demonstrated skills to: interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist; use computer technology to access data, maintain records, generate reports, and communicate with others; interact in a supportive manner with varying levels of staff, students, and members of the general public from diverse backgrounds; and work effectively and sensitively with a broad range of people. The incumbent must be self-motivated, with the ability to: independently handle multiple priorities and projects; perform business math; analyze budgetary data; and make accurate projections requiring some inference. The incumbent must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Closing Date: Review of applications will begin on May 15, 2024, and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLI