Philanthropic Support Associate (Administrative Support Coordinator II), University Advancement - Philanthropic Giving

Job Summary:

Under the general direction of the Associate Vice President, the Philanthropic Support Coordinator provides advanced administrative coordination and operational support for the Office of Philanthropic Giving. The incumbent independently coordinates fiscal, procurement, accounts payable, travel, and administrative operations in support of the Associate Vice President and multiple Directors (typically four or more), while ensuring compliance with CSU, University Advancement, and auxiliary policies and procedures. The position coordinates cross-functional administrative processes, prepares operational and fiscal reports to support fundraising activities and departmental planning, provides lead direction to student assistants, and exercises independent judgment in resolving operational issues, improving business processes, and supporting departmental operational objectives.

Responsibilities:

Fiscal Operations & Concur Administration

Under the general direction of the Associate Vice President, independently coordinate fiscal operations and Concur administration for the Office of Philanthropic Giving. Provide executive-level administrative support to the Associate Vice President and multiple Directors (typically four or more).

• Independently coordinate Concur travel authorizations and expense report processing for Office of Philanthropic Giving leadership and staff by administering transactions in accordance with CSU travel policies to ensure accurate, timely, and compliant reimbursement.
• Process, reconcile, and monitor corporate card transactions by verifying expense allocations, supporting documentation, and ensuring timely submission to maintain accurate fiscal records and audit readiness.
• Provide guidance to departmental staff regarding CSU travel, procurement, and expense procedures by interpreting established policies and referring highly complex matters to the appropriate campus offices, as necessary.
• Research and resolve procurement and travel-related operational issues by exercising independent judgment and collaborating with campus partners to ensure compliance and continuity of operations.
• Maintain fiscal documentation, tracking systems, and operational records to support financial accountability, reporting requirements, and audit readiness.
• Coordinate with Accounts Payable to resolve transaction discrepancies and facilitate accurate and timely financial processing.

Procurement & Accounts Payable Coordination

Provide comprehensive administrative coordination for procurement and accounts payable operations in support of the Office of Philanthropic Giving. Independently coordinate purchasing and payment activities while ensuring compliance with CSU procurement policies and procedures.

• Prepare and coordinate requisitions, purchase orders, payment requests, and procurement documentation by applying CSU procurement policies and procedures to ensure accurate, compliant, and timely transactions.
• Coordinate vendor onboarding by collecting, reviewing, and submitting required documentation while serving as a liaison between vendors and campus departments.
• Submit, monitor, and reconcile invoices through Accounts Payable while proactively resolving payment issues and communicating with vendors and campus partners regarding transaction status.
• Serve as the primary departmental liaison with Procurement, Accounts Payable, auxiliary organizations, vendors, and other campus departments by coordinating communication and resolving operational issues requiring discretion, diplomacy, and independent judgment.
• Monitor procurement timelines, purchase requests, contract execution, and vendor payments to ensure timely completion of departmental fiscal activities.

Administrative Systems & Process Coordination

Coordinate administrative operations, workflow, and business processes to support departmental priorities and operational effectiveness.

• Create, maintain, and enhance internal tracking systems, administrative databases, and workflow processes that improve operational efficiency and support departmental objectives.
• Evaluate existing administrative procedures and recommend operational improvements that increase efficiency, strengthen internal controls, and support strategic departmental initiatives.
• Independently interpret and apply specialized CSU and University Advancement policies and procedures while researching, analyzing, and resolving operational and procedural issues.
• Plan, coordinate, and monitor multiple concurrent projects and administrative initiatives involving cross-departmental collaboration, ensuring projects progress from initiation through implementation