Cal State LA Careers

Department Coordinator

Apply now Job no: 509407
Work type: Staff
Location: Los Angeles
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

Job No: 509407; 01/07/2021


Administrative Support Coordinator II
CCOE - Division of Curriculum and Instruction

Salary Range: $3,352 - $5,639/Monthly

Work Schedule: Full-Time, Monday - Friday, 8:00 a.m. to 5:00 p.m.; non-exempt classification. Temporary one-year appointment from date of hire; may be extended; may become permanent.

Essential Functions: Under the general direction of the Division Chair, the Department Coordinator is responsible for managing the administrative operations and functions of the division office. Incumbent must have general knowledge of all division functions, including those assigned to other support staff members. The incumbent will: coordinate performance reviews for full-time faculty and lecturers (Retention, Tenure/ Promotion, Promotion to Full, Range Elevations) and periodic evaluations (first year informal, post-tenure, division chair, and part-time faculty evaluations); coordinate hiring and appointments with Employee Transaction Forms (ETFs) and appropriate paperwork; assist with the tenure-track searches which includes posting of position announcements, maintaining applicant logs and files, arranging interviews, travel/hotel bookings, and reimbursements to applicants; generate, submit, and track appointment forms for lecturers, graduate assistants, student assistants, and staff; assign office space and order keys; compile and post faculty office hours; track book orders; collects syllabi; maintain contract faculty eligibility tracking; build and maintain class schedules on GET; identify and correct conflicts and errors in the class schedules and in the course catalog; coordinate classroom usage by monitoring/tracking submission of special topics courses; monitor enrollment in courses; complete the APDB report; monitor and track curricular forms and processes; work with Division Chair and other Divisions to coordinate cross­ College schedules; coordinate Student Opinion Surveys, including submitting log sheets to Registrar's Office and distributing/filing completed surveys; assist with student registration; be responsible for undergraduate and graduate department records; create and maintain student files; forward and maintain program plans, petitions, and other forms necessary to expedite student progress; obtain signatures on petitions and Change of Grade forms; dispense student forms as necessary; coordinate comprehensive examinations; work with Office of Student Services on tracking credential student progress; process forms as outlined in the Graduate Procedures Handbook; refer students to appropriate faculty advisor for undergraduate and graduate advisement; procure supplies, services (including guest lecturers, special consultants, and independent contractors) and equipment; track and process faculty travel and professional development funds; track and submit paperwork for pre­approval of faculty additional employment and assigned time; track, monitor, and reconcile division fiscal accounts and expenditures; maintain inventory of supplies; serve as Chair's assistant, handling the Chair's calendar, scheduling appointments and meetings, drafting correspondence, making travel arrangements for the chair and division guests, and serving as resource person, on behalf of the chair, in matters related to personnel, fiscal, curricular and facilities; schedule division meetings and prepare the agenda and minutes; maintain division files; assist in tracking and submitting faculty and staff absences; submit student assistant hiring paperwork and student worked hours; and coordinate division special events and projects.


Required Qualifications & Experience: Equivalent to four years of general office experience, which included providing ongoing work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative function. Incumbent must be fully functional in all technical aspects of work assignments with working knowledge of office productivity software, including word processing, desktop publishing, and spreadsheet and database functions. Ability to work effectively on an individual basis, as a member of a highly functional team and with a broad range of people to help promote a student-centered environment. Excellent verbal and written communication skills. Thorough knowledge of English grammar, punctuation, and spelling. Must be detail oriented and can handle multiple work unit priorities and projects. Must have thorough analytical skills and the ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist. Must have judgment, discretion, and initiative to address problems and respond to all inquiries and requests related to the work area. Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Working knowledge of budget policies and procedures, tracking financial data, and making simple projections. Ability to draft and compose correspondence and standard reports; take minutes, and track action items; respond effectively to rapidly changing conditions; and effectively handle a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature. Willingness and ability to collaborate with students, faculty, staff, and administrators to resolve problems and generate future solutions.

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The system-wide policy can be found at and questions may be sent to

Desired Qualifications & Experience: Bachelor's degree from an accredited four-year college or university; familiarity with university administrative processes and procedures pertaining to an academic department; and familiarity with the University network system.


Closing Date: Review of applications will begin on January 21, 2022 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 APPLICATION IS REQUIRED.  RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 revised July 21, 2017, as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women, and persons with a disability to apply.  Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship. We are an Equal Opportunity/Title IX Employer.

To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678

Advertised: Pacific Standard Time
Applications close:

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