Essential Functions: The Administrative Support Coordinator has broad responsibility for the day-to-day operations and specialized activities supporting advising across the campus, College of Ethnic Studies (CoES), the University Academic Advising Center (UAAC), and the California Promise Program (CAP). The incumbent provides administrative support to the Executive Director of Student Success and Advising, and the UAAC Director; coordinates clerical and administrative support functions, identifies supplies, materials, equipment, and services needed for the office, student employee pool; hires, trains and provides work direction to student assistants; processes hiring forms for staff, graduate assistants and student assistants; prepares monthly attendance and payroll reports; processes travel arrangements and expense claims; maintains Executive Directors calendar, coordinates and schedules meetings, prepares agenda items, workshops and campus wide advising institutes and forums; creates and maintains electronic and hard copy filing system; gathers assessment and survey data; tracks and reconciles budget, monitors expenditures, and develops budget forecast; interacts with and solves problems for students, faculty, and staff; and responds to general inquiries for CoES, and UAAC advisor scheduling and creates advising appointments. Maintains, organizes, assembles advising organization master lists and reports. Assists with event coordination for Advisor Forum and Institute, Advising trainings, workshops, and new student registration. Supports tracking and inputting California Promise Program participants into Peoplesoft, and messaging in Navigate LA. Supports coordination and assists with multiple center advising pool search committees, and hiring paperwork.
Required Qualifications & Experience: Equivalent to four years of general office experience, which includes 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 consistent front line contact with a variety of campus and community individuals across the campus departments and offices. The incumbent must have thorough knowledge of office methods, procedures and practices; and of University resources, policies, and procedures. The incumbent must have effective and developed skills in clerical duties, verbal and written communications with a sound foundation in English grammar, spelling and punctuation; and excellent organizational and customer service skills. The incumbent must demonstrate competence in understanding, interpreting and communicating procedures, policies, information, ideas, and instructions. The incumbent must have proficiency using Microsoft Office applications, including Word, Excel, PowerPoint. The incumbent must have the ability to learn, interpret independently, and apply a variety of complex policies and procedures; identify deviations from applicable policies; apply independent judgment, discretion, and initiative to address problems and develop practical thorough and, at times, creative solutions; work independently in executing and coordinating assigned office projects and meetings; coordinate multiple work assignments, units, and apply office policies to exceed established deadlines; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; perform standard arithmetic functions of a transactional nature, including tracking and comparing data; and to use a broad range of technology, software packages, and systems. 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 systemwide 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.
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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