Cal State LA Careers

Department Coordinator

Apply now Job no: 514640
Work type: Staff
Location: Los Angeles
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

Job No: 514640; 06/14/2022


Administrative Support Coordinator I

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


Work Schedule: Full-Time, Monday - Friday 8.00 a.m. to 5.00 p.m.; non-exempt classification. Temporary one-year appointment; may be extended; may become permanent.


Essential Functions: The Department Coordinator, under the general direction of the Department Chair in the department of philosophy, is responsible for managing the administrative operations and functions of the department's office. 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, department chair, and part-time faculty evaluations); coordinate hiring and appointments, which includes posting of position announcements, maintaining applicant logs and files, arranging interviews, travel/hotel and reimbursements to applicants; generate, submit, and track appointment forms for lecturers, teaching associates, graduate assistants, student assistants, and staff; assign office space and ordering keys, compiling and posting of faculty office hours, tracking book orders, collecting 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, monitor/track submission of special topics courses, monitor enrollment in courses, completes the APDB report, and monitor and track curricular forms and processes; process ARTP documents, collective bargaining agreements, and university policies; process accurate and up-to-date course schedules and faculty assignments; coordinate Student Opinion Surveys, including submitting log sheets to Registrar's Office and distributing/filing completed surveys; assist with student registration and undergraduate and graduate records and files; forward petitions and other forms necessary to expedite student progress; check and log documents submitted from student advisors for graduation processing; obtain signatures on petitions and Change of Grade forms; coordinate with Faculty Graduate Advisor on tracking graduate student progress; process relevant forms; refer students for undergraduate and graduate advisement; procure supplies, services (including guest lecturers, special consultants and independent contractors) and equipment; track and processes faculty travel and professional development funds; tracks, monitors and reconciles department fiscal accounts and expenditures; serve as Chair's assistant, handling the Chair's calendar, scheduling appointments and meetings, drafting correspondence, making travel arrangements for the chair and department guests, and serving as resource person, on behalf of the chair, in matters related to personnel, fiscal, curricular and facilities; schedule department meetings and prepare the Agenda and Minutes; assist in tracking and submitting faculty and staff absences; submit student assistant hiring paperwork and student worked hours; and coordinate department special events and projects.

Required Qualifications & Experience: Equivalent to three years of general office experience which includes on-going work coordination and/or lead responsibilities with notable accountability for the work results of support staff or unit administrative function. Incumbent must have: experience to be fully functional in all technical aspects of work assignments; thorough knowledge of office productivity software, including word processing, desktop publishing, and spreadsheet and database functions; and familiarity with the University network system. Able 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 and a 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 as well as the ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. The incumbent should have a working knowledge of budget policies and procedures and track financial data and make simple projections. Ability to draft and compose correspondence and standard reports. Ability to take minutes and track action items. Ability to respond effectively to rapidly changing conditions. Ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature. Tasks will be included in the interview process.

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

California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Preferred Qualifications: Bachelor's degree from an accredited four-year college or university; familiarity with university administrative processes and procedures pertaining to an academic department.


Closing Date: Review of applications will begin June 28 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 Daylight Time
Applications close:

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