Financial Operations Coordinator (Administrative Support Coordinator II), Academic Success & Undergraduate Advising

Job Summary:

The Administrative Support Coordinator II (ASC II) provides comprehensive administrative, financial, and operational support to ensure the efficient and compliant administration of departmental business operations. Working under general direction, this position coordinates budget, payroll, purchasing, student employment, and program support functions by analyzing operational needs, reconciling financial records, processing personnel and financial transactions, maintaining confidential records, and ensuring compliance with university policies and procedures. The position exercises sound judgment, problem-solving, and analytical skills while collaborating with campus departments to support effective financial management, operational efficiency, and achievement of departmental objectives.

Responsibilities:

• Provide administrative and financial support to the Financial Operations Analyst by reconciling State, Lottery, Trust, and Auxiliary accounts, analyzing budget activity, monitoring expenditures, and maintaining financial records to ensure accurate reporting, compliance, and sound fiscal management.
• Coordinate departmental purchasing and procurement by preparing and submitting requisitions, Independent Contractor and UPEC documentation, Requests for Invoices, and ProCard transactions, while verifying account allocations and maintaining supporting documentation to facilitate timely purchasing and payment processing.
• Monitor and track budget transactions, including expense transfers, payroll expenditure transfers, budget reallocations, reassigned time, awards, and ProCard activity, by maintaining comprehensive records and reconciling financial data to support accurate budget projections and reporting.
• Assist with faculty special consultant, Graduate Assistants and Instructional Student Assistants appointments through CSU Temp Academic Employment (TAE).
• Administer student employment processes by coordinating hiring, personnel actions, pay warrant distribution, and confidential employee records, while tracking salary expenditures and analyzing payroll trends to support workforce planning.
• Deliver student employee payroll and timesheet training by researching policy updates, revising training materials, and providing guidance to ensure consistent compliance with university payroll procedures and reporting requirements.
• Maintain confidential personnel and payroll records containing sensitive employee information in accordance with university policies and applicable privacy requirements to ensure the integrity, security, and accessibility of official records.
• Coordinate and monitor student employee payroll activities for all Academic Success and Undergraduate Advising (ASUA) units by tracking hours worked, maintaining payroll records, and reconciling salary expenditures against budget allocations to support accurate payroll processing, fiscal accountability, and budget management.
• Review and process monthly Student Assistant and Instructional Student Assistant (ISA) timesheets by collecting payroll documentation from departments, verifying accuracy and completeness, resolving discrepancies with supervisors as needed, and submitting finalized payroll packets to the Financial Operations Analyst for approval to ensure timely and compliant payroll processing.
• Process student employment personnel actions by preparing and submitting hiring changes, terminations, salary increases, position changes, and Federal Work-Study transactions through Optimize and other applicable University systems, coordinating approvals with supervisors and Management Personnel Plan (MPP) administrators to maintain accurate employee records and ensure compliance with University policies and payroll procedures.
• Provide administrative and operational support to the Marketing unit by coordinating the procurement of promotional materials, processing Requests for Invoices and Chargebacks, and monitoring related expenditures to ensure timely purchasing and accurate financial processing.
• Coordinate the logistics of departmental projects, events, meetings, workshops, and trainings by arranging facilities, catering, promotional materials, and vendor services, while serving as the primary liaison with internal and external partners to ensure efficient operations and successful program delivery.
• Support departmental initiatives by researching resources, resolving administrative and operational issues, and coordinating project activities to improve service delivery, operational efficiency, and achievement of program objectives.
• Maintain departmental administrative records by organizing, filing, archiving, and securely shredding documents in accordance with University records retention and confidentiality requirements to ensure accura