Job Details

Administrative Support & Event Coordinator

Job no: 518417
Work type: Staff
Location: Monterey Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Classification: Administrative Support Coordinator
Anticipated Hiring Salary: Mid to high $3,000/s per month
CSU Salary Schedule
Hours: Full-time / 40 hours per week
FLSA: Non-exempt

Priority Screening Date: September 5, 2022
Recruitment Status: Open Until Filled

ABOUT CSUMB

Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students. The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.

PURPOSE:

Under the general supervision of the Director of University Affairs, Ceremonies, and Events, the Administrative Support Coordinator is responsible for providing administrative support and coordination to maintain the administrative objectives of University Affairs, Ceremonies, and Events.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Office Support

• Main point of contact for the clerical/administrative support functions. Maintains strategic office management by prioritizing and responding to daily routine communications. Maintains calendar, schedules appointments, rescheduled appointments or meetings, as appropriate. Assembles and distributes information/documents and agendas pertinent to meetings and events; handles collection and coordination of information related to UACE activities.
• Coordinates arrangements for travel; prepares and processes travel authorization, reimbursement and claim forms/documentation, submits, tracks and files for defensive driving forms, cell phone reimbursements forms, and incident reports. Sorts and processes mail, identifies priority items for the Director's review, and forwards other materials to the appropriate area. Ensures that confidential information and required documentation are received, completed, and maintained appropriately. Identifies supplies, materials, equipment, and services needed for the office and/or requested. Receives and organizes supplies for storage and/or distribution.
• Submits UACE department requests to the Facilities Management Department and the Information Technology Department, and tracks all requests from submission to execution.

Administrative Support

• Ensures UACE, CES and SE staff provide accurate and timely reports and documentation to clients and the Director. Coordinates clerical and administrative support functions across UACE, CES and SE. Works with other campus staff members to manage a broad range of operational and procedural office and administrative problems, which may at times require research for problem solving.
• Responsible for creating, maintaining and updating as needed UACE electronic forms, including but not limited to the Event Logistics Forms (ELFs). Creating and maintaining UACE department calendars. Creates and implements effective ways to organize digital event files in Google Drive.
• Works with the Director to create, maintain and distribute UACE weekly staff meeting agendas and notes. Responsible for regularly tracking and resolving issues sent to the UACE email.
• Assists in hiring, scheduling, and interviewing student assistants. Delegates tasks to students, such as updating the UACE events calendar (Google) with 25Live calendar. Coordinates with student assistants on short-term and long-term, event-related projects. Serves as timekeeper for student assistant timecards process. Point-of-contact for student assistants to report to during business hours. Facilitates student interaction with off-campus community guests, and on-campus staff and faculty.
• Interfaces with University Communications as needed to support communicating and marketing campus events. Reviews and approves event calendar postings through Terminal Four. Updates UACE website.
• Provides support by drafting, updating and maintaining UACE procedures to help ensure maximum quality of customer services is provided and productivity is increased. Responsible for maintaining and updating procedures for UACE whenever updates are made. Ensures that UACE, CES and SE staff complete required training and keeps an updated tracking log.
• Assists in producing event estimates and final sales orders. Prepares service agreements, facility use agreements and contracts for review and execution by the Director. Assists in tracking budget expenditures and maintaining balances and information. Liaison to department budget analyst.

Program and Event Support and Coordination

• Administratively supports the event professionals in planning and implementation of campus events such, but not limited to Welcome BBQ, Staff and Faculty Holiday Celebration, Staff & Faculty Appreciation Breakfast, Commencement and Summer Conferences.
• Assigns, tracks, and coordinates events submitted through the Campus Events Logistics Forms (ELFs) to the correct event professional using workflow processing tools and project coordination strategies. Ensures all event organizers and professionals meet established and agreed-upon deadlines. Oversees project schedules, monitors budgets and anticipates deadlines and approvals. Revises schedules as needed. Conducts regular status meetings. Works with department event professionals to gather and approve set up diagrams, catering orders, and vendor paperwork. Creates electric and paper files and ensures finished events are archived in accordance with records retention schedules and customary practices. Creates and maintains event reports.

Policy Implementation

• Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, MOUs, and campus guidelines, policies and procedures. Ensures compliance with all University policies, procedures, and regulations. Maintains a system of easy access to all reports, policies, procedures, and regulations. Assumes accountability for precision of communication regarding all events tracked through UACE.

Records and Standards Maintenance

• Maintains a system of materials, documents, files and records for both physical and electronic materials, including reports, logs, and correspondence. Maintains, organizes, assembles, and /or summarizes information from office files or other sources for the UACE Director for use during appointments or meetings; assists with the production of reports, statistical data, brochures, flyers, and other publications.

Customer Service

• Independently and professionally greets and screens visitors, telephone calls, and mail, taking the required action or referring requests as appropriate; responds to questions from the general public, students, staff, and faculty about requirements, program status, individual services, and other information using tact and diplomacy. Serves as the office point person for the Department Office.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

MINIMUM QUALIFICATIONS:

Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

SPECIALIZED SKILLS:

Proficient in the use of personal computers including word processing, spreadsheets, email, calendar, online/video meetings, webpage maintenance, and digital signature software. Ability to identify confidential matters and maintain confidentiality in the highest regard; establish and maintain cooperative working relationships within a multicultural and diverse community using respect and effective interpersonal skills; and take proactive and positive measures to ensure optimal support of the office. Demonstrated ability to address the essential functions associated with this position in a high-level executive office including the knowledge and abilities identified above.

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

• Experience in working in an environment involving planning and executing events, including preparation of agendas, taking minutes, ordering catering, bookkeeping/invoicing, and following up on action items.
• Demonstrated ability to work in a complex department with the ability to prioritize works to consistently meet deadlines while faced with many interruptions and competing/conflicting priorities.
• Proficient in the use of Microsoft Office Suites; Google Suite (Gmail, Docs, Drive, and Calendar).

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• 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 as a condition of employment.
• This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
• This position has been designated as a sensitive position with responsibility or access/possession of building master or sub-master keys for building access.
• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
• This position will require evening and weekend hours as needed as needed to ensure audio-visual and technical systems are maintained.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. Requires travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.

BENEFITS/PERKS:

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389 or email universitypersonnel@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB is a smoke and tobacco-free campus.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.



To apply, visit https://careers.csumb.edu/en-us/job/518417/administrative-support-event-coordinator







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