Administrative Coordinator/Hospitality Management PDC (UEC)

 

About University Enterprises Corporation at CSUSB

(This is not a state position)

University Enterprises Corporation at CSUSB ("UEC") supports the university's educational mission by providing quality services that complement the instructional program. The University depends upon UEC to provide services that cannot be supported with state funds. We’re responsible for business enterprises on campus including, but not limited to, dining, bookstore, convenience store, and vending services. We also serve as the grantee for federal, state, and local funding for research and sponsored projects.

Position Summary

Temporary, Staff, Part Time, Non-Benefitted position through 6/30/2026 (Appointment may be renewed annually based upon availability of funds, availability of work and satisfactory job performance). 

Salary: $22.00-$23.00 per hour

Location: Palm Desert Campus.

Work Schedule

19 hours per week. Typically, 9:00AM to 3:00PM Tuesday, Wednesday, and Thursday. Some nights and weekend work may be required.

First Review Deadline

This position will remain open until filled. 

Typical Activities

Under minimal supervision of the Hospitality Management Program Manager, the Administrative Coordinator will work independently to:

Administrative Functions:

• Distributes mail, prepares department announcements, answers telephones, answers faculty and student questions, reviews forms before submitting to the director for signatures, types forms, letters, memorandums, and other administrative duties as assigned.
• Interacts with faculty, staff, and community members to build campus relationships, expedite work projects, and serves as a contact and/or resource to outside parties, such as vendors, Administrative Support Coordinator governmental agencies, and/or administrative offices.
• Maintains and manages department inventory of office supplies, marketing materials and event supplies
• Enters travel requests and expense reports on the CSUSB Concur Travel System for domestic and international director and group travel advances, ensuring that required documentation is received in a timely manner.
  • Alternating Fall/Spring Trade Show in Chicago, Las Vegas or New York
  • Spring annual study abroad trip to Italy
• Maintains Hospitality Advisory Board membership, prepares Advisory board agenda, meeting minutes and announcements
• Initiates work orders and requests for departmental or building areas in need of repair such as change of locks and heating and air conditioning in order to maintain a proper work environment.
• Uses software and online programs, including Zoom, OneDrive, Google Drive, Canva, Microsoft Office Suite programs, including: Teams, Office, PowerPoint and Excel; Adobe Suite programs, including: InDesign, Photoshop, and Acrobat.

Budget Support

• Uses PeopleSoft Financial program (CFS) to reconcile internal budget to ensure department stays within allocated budget.
• Processes financial forms such as funds transfer, invoice requests, direct expenditures, purchase requisitions, special consultant, and independent contractor paperwork to ensure payment to appropriate deficit accounts, persons or vendors for items purchased. Initiates purchase order requisitions, direct expenditures and special-order forms and procurement for items such as equipment, supplies, software, services, membership, and subscriptions to maintain ongoing operations.
• Reports monthly reconciliation of department procurement card to Procurement Services and follow the rules and regulations that govern their proper and appropriate use.

Program Events

• Plans and executes department events, including but not limited to: annual Fundraising Gala, monthly guest speakers and off-campus workshops/career development opportunities with hospitality industry organizations.
• Reserves rooms using the campus Event Management System (EMS).
• Arranges parking passes, provides maps and event information to guests, vendors and visitors.
• Prepares event budget projections, monitors budget spending, processes reimbursements, and reconciles invoices, requisitions, and procurement card statements.
• Creates promotional/marketing materials for monthly guest speaker events

Marketing and Recruitment

• Provides support to the program director in the retention, marketing and recruitment before and after the application season. Additionally, to promote the minor in hospitality management to existing students at both campuses.
• Manages social medi