Cal State LA Careers

Intake & Operations Coordinator

Apply now Job no: 509540
Work type: Staff
Location: Los Angeles
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

Job No: 509540; 1/14/2022

Administrative Support Coordinator I
College of Arts and Letters 

Salary Range: $3,276 - $5,148/Monthly

Work Schedule: Full-Time, Monday – Thursday, 9:00 a.m. to 6:00 p.m., Friday, 8:00 a.m. to 5:00 p.m.; temporary appointment expires on or before one year from date of hire, may be extended, may become permanent; non-exempt classification.

Essential Functions: Under the direction of the Director of Student Success, the Intake and Operations Coordinator has the primary responsibility for coordinating and providing student intake/screening, daily operations/logistics coordination, and overseeing the budget and absence management for the Arts & Letters Advisement Center. The incumbent screens, prioritizes and provides general academic information to Arts & Letters majors on various topics, including the College's programs and degree requirements. The coordinator determines if a student's situation must be directed to an advisor via drop-in, appointment, or electronic advising. As necessary, the Intake and Operations Coordinator refers students to faculty/departmental advisors, career counselors, academic support services, counseling, psychological services, and other resources as appropriate. This position serves as the primary contact person for the Arts &Letters Advisement Center. The incumbent works closely with faculty and staff advisors, Arts & Letters departments, Arts & Letters Dean's Office, and other University offices as needed. This position maintains, gathers, and analyzes data pertinent to assessing students' drop-ins, appointment, and electronic advising needs. The incumbent uses this data to create, coordinate, and evaluate the daily, weekly, and semester advising calendars to ensure optimum advisor availability for students while balancing the administrative time necessary for advisors' special projects. In consultation with the Director, the incumbent identifies, researches, analyzes and recommends solutions to operational issues, unit priorities, and institutional policies affecting the advisement of students. This position creates, updates, and shares documentation related to Arts & Letters Advisement Center advising policies, practices, and procedures. The Intake and Operations Coordinator recruits, trains, supervises and provides work direction for student assistants. This position manages projects, coordinates, and implements the creation, updating, revision, and evaluation of the unit's online web content and print materials. ln partnership with the advisors, the incumbent assists in the planning, implementing and evaluating academic advising workshops and programs. As needed, the incumbent provides proactive administrative support for the Director. This position coordinates logistical details (e.g., calendar coordination, room and equipment reservation, publicity, duplication of supplemental materials, ordering of supplies, agenda creation, minute taking, etc.) for unit operations, meetings, and programs. The incumbent coordinates and maintains oversight and security of student files/records, including purging and maintaining student records.

Required Qualifications & Experience: Equivalent to three 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. The incumbent must have experience with multi-line telephones, scanners, fax, and copy machines. The incumbent must have working knowledge of standard correspondence formats. The incumbent must have demonstrated skill in organizing and work and prioritizing tasks to meet deadlines despite frequent interruptions; excellent interpersonal and customer service skills (poise, active listening, tact, diplomacy, patience, discretion, assertiveness) to effectively interact with students, staff, faculty, and the general public in-person, by telephone, and via e­mail; and skill in establishing and maintaining effective paper and electronic filing systems. The incumbent must have the ability to exercise independent initiative and sound judgment within general guidelines with the acumen and sensitivity to assess and identify those situations and decisions that require higher-level approval or consultation; prioritize people and situations; manage complex calendars and determine necessary modifications to the daily, weekly, and semester schedules of multiple individuals to meet students' advising needs; proactively use data to assess and make recommendations to streamline and improve office operations; understand, remember, and explain detailed information orally and in writing with accuracy and clarity; manage heavy workload and handle multiple tasks with potentially competing deadlines, while maintaining accuracy;  accuracy and orderly work habits in deadline with large volumes of paperwork and detail. Ability to proof and correct own work; create print materials to promote unit programs and services; proficiency in Microsoft Windows, Outlook, Excel, PowerPoint; maintain confidentiality; work effectively as a team member and independently; Write and review mass messaging; manage complex calendars and determine necessary modifications to the daily, weekly, and semester schedules of multiple individuals to meet students' advising needs; and proactively use data to assess and make recommendations to streamline and improve office operations. The incumbent must have a demonstrated interest and/or ability to work 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 California State University. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University employees who may apply for the position.


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: BA or BS degree from an accredited four-year college or university. Experience with and an understanding of the goals, functions, and structure of higher education, academic advising, and student services; documenting, updating, and sharing operational and procedural documentation· and manuals; updating content on webpages; assisting student service professionals in the development, implementation, and evaluation of advising programs and services; and with Navigate L.A. (BAB/Student Success Collaborative), e-advising tools, People Soft. Knowledge of Cal State LA programs and services, especially those offered within the College of Arts & Letters.

Closing Date: Review of applications will begin on January 28, 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:

Back to search results Apply now Refer a friend

Share this:

| More