Job No: 515256; 06/09/2022
Administrative Support Coordinator I
Salary Range: $3,276 - $5,148/Monthly
Essential Functions: This position holds general administrative assistant responsibilities in general support of the Dean of Students Office and in direct support to the Associate Deans and Directors within the Dean of Students Office. The incumbent will: assist students, staff, and faculty in person or by telephone whether that be requests for information, the filing of a grievance or student conduct report, complaints, or problems; review and evaluate student concerns and complaints; refer students to appropriate departments or individuals; make recommendations regarding complex matters and sensitive issues that are typically, but not exclusively, related to extraordinary student challenges associated with admission, registration, financial aid, and other University functions; provide coverage to the reception area for the Dean of Students Office and Vice President for Student Life; develop, plan, and implement operating procedures and policies for all units within the Office of the Dean of Students; manage calendars; plan for meetings, programs, and special projects; record and transcribe minutes for campus committees; procure inventory and services for various program initiatives; perform budgetary functions (State and UAS budgets), including monitoring expenditures by categories and accounts, budget reconciliation, ad hoc budgetary analysis reports, and coordinating quarterly financial assessments for units and programs reporting to the Dean of Students; assist with grant required transactions, reporting and documentation; assist the Associate Deans with the processing of student conduct cases and proceedings including scheduling appointments and hearings, editing and mailing letters and other documents, and disseminating information regarding the final disposition cases and hearings; co-create, organize, and maintain case files and documentation regarding non-academic student grievances; update and maintain the Maxient database; provide administrative support for the CARE team by scheduling meetings, creating and maintaining case files and communicating with team members and students; assist the Directors with scheduling appointments, processing paperwork needed for support of events or initiatives related to student basic needs or engagement, non-academic student grievances, and by providing general administrative support; provide general oversight of office operations and general oversight of student assistants; work collaboratively with full time support staff to complete projects and to maintain a positive and productive office environment; and perform personnel functions, including maintaining confidential personnel files, absence reports, and other employment records for the department.
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. Must be able to: independently compose documents, letters, announcements, etc.; efficiently multi-task; deal with conflicting priorities and have effective time management skills; demonstrate competence in Microsoft Office software; be a problem solver demonstrating competence in independent judgment; use a high level of discretion and ability to appropriately handle highly confidential documents and situations. Must be able to work independently and exercise sound judgment; maintain strict confidentiality in all matters; and establish and maintain effective working relationships. Incumbent must also demonstrate the ability and/or interest in working in a multicultural/multiethnic environment.
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 https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to OfficeHRM@calstatela.edu.
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: A bachelor’s degree from an accredited college or university is preferred. Current knowledge of university policies and procedures related to daily responsibilities and experience in providing training and guidance to administrative staff in support of high-level administrators. Working knowledge of administrative processes such as the completion of travel expense claims, requisitioning and procurement, recruitment and hiring documentation, and the use of Data Warehouse, Hyperion PBCS and other budget tracking systems.
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.
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TDD Line (323) 343-3670
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