Administrative Support Coordinator
The California State University
Channel Islands
1d ago

Description : TEMPORARY POSITION

TEMPORARY POSITION

Reporting to the AVP for Faculty Affairs, this position is responsible for a variety of general office, administrative, and analytical duties in support of Faculty Affairs.

  • Office Support - Performing standard clerical and secretarial work such as processing standard and electronic mail; preparing and composing correspondence, reports, and other documents;
  • creating and maintaining standard and electronic records and files and recordkeeping systems; arranging meetings and events;
  • making travel and other arrangements; ordering and maintaining supplies; troubleshooting office technology problems and systems;
  • and performing other general office support and maintenance activities.

  • Information Gathering and Analysis - Maintaining, gathering, and analyzing data and information for various purposes including tracking, monitoring, coordinating and / or compiling department activities, programs, or events, budgets, and financial data;
  • compiling and preparing various reports; and using and maintaining office support technology and systems such as word processing, desktop publishing, spreadsheets, and databases to produce results.

  • Communication and Interaction with Others ? Interacting with a variety to campus and community constituents including : working with students, faculty, and staff to assist them or resolve problems;
  • networking to build campus relationships to expedite work and projects; coordinating work and projects; and serving as a primary contact and / or resource to outside parties, such as vendors or governmental agencies, and / or to top level administrators.

  • Administrative Support and Office Coordination - Performing administrative duties in support of work unit operations and coordinating work activities including : setting up and maintaining office procedures related to a specific academic program or administrative office;
  • developing documents involving the use of software features such as charts, tables and graphics; providing lead work direction and coordinating unit work flow;
  • performing administrative duties and / or project work and coordination related to programs, policies, and procedures; organizing and arranging special events; and related activities.

  • Academic Program Support - Providing academic program support including : providing academic or program office coordination;
  • tracking, monitoring, coordinating, and / or compiling department or program budgets; providing administrative support to faculty, such as assisting in program development and planning;
  • responding to and / or directing student inquiries related to academic requirements; researching, troubleshooting, and resolving academic related problems for students and faculty;
  • developing class and related schedules; and coordinating academic related projects such as program accreditation and grant applications.

    Minimum of three years in a progressively responsible general office / administrative / analytical work experience. Experience and knowledge of interactive database systems such as PeopleSoft to manage personnel functions.

    Excellent verbal and written communication skills and the ability to effectively communicate with all levels within the university and maintain productive and effective working relationships amongst diverse populations including staff, faculty, administrators, students, and other internal and external constituents.

    Ability to manage multiple projects at any given time and prioritize and set reasonable goals to accomplish various projects in a timely manner.

    Ability to respond to and professionally handle a high volume of walk-in, telephone and email inquiries on a daily basis with a high degree of professionalism, discretion and confidentiality.

    Ability to take initiative and anticipate needs / problems within Faculty Affairs. Ability to creatively problem-solve independently or as a team member.

    Ability to analyze, interpret and apply University policies and procedures. Ability to complete work with a high level of accuracy and attention to detail.

    Must be flexible and responsive to changing priorities and work assignments. Must be trustworthy and discreet when dealing with sensitive and confidential information.

    Advanced proficiency with computers, Microsoft Office Suite (Outlook, Word, Excel, Powerpoint), and familiarity with using the internet to research and obtain information related to assigned projects.

    Bachelor's degree preferred.

    A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU.

    Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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