Administrative Coordinator

CSU Fullerton Auxiliary Services CorporationFullerton, CA, US

30+ days ago

Salary

$22.00–$26.00 hourly

Job type

Full-time

Job description

Essential Duties

Responsible for managing day-to-day office operations and has strong knowledge of office procedures and practices, including front desk coverage and the organization and functioning of department facilities.
Carries out recruitment, training, supervision, and scheduling of staff as assigned. Tracks and reports staff payroll and effort certifications.
Provides routine financial support, including completing and submitting financial forms, check requisitions, purchase handling, travel authorizations, etc. Prepares, reviews, and revises documents to ensure compliance with federal and institutional policies.
Provides administrative support with and coordination of data entry, processing of personnel requests, and maintenance of records for the office. Responsibly handles and manages sensitive data and information.
Provides administrative support to the Director of CSUF GEAR UP, the program, and staff.
Maintains the organization and accuracy of digital and tangible files and records via established systems for documentation and tracking.
Provides administrative support to and coordination of the development and completion of projects, reviews reports, organizes and plans activities under the direction of the Director of GEAR UP.
Assists with coordination of program logistics as assigned, such as college visits, cultural activities, field trips, and components of summer programs.
Assists with student programs and special events and logistical support of the day of such events.
Assists in the preparation and completion of the annual performance report, evaluation, assessments, and other periodic updates on project activities and progress for internal use, the US Department of Education, CSUF, and other project constituents.
Composes correspondence, proofreads, and edits drafts, documents.
Serves as a liaison between GEAR UP and members of the campus, the community, partner schools, program participants.
Possesses strong interpersonal, customer service, responsiveness, and problem-solving skills needed to interact successfully with a diverse community of students, families, partners, and colleagues over the telephone, by email, via communication platforms, and in person.
Establishes and maintains effective working relationships with the campus, the community, and community partners and entities.
Attend staff meetings and staff development sessions (including various mandatory training sessions).
Some early morning, evening, and weekend work may be required.
Other duties as assigned.

Qualifications

Minimum one (1) year of experience working with students or educational programs.

Excellent written and oral communication skills. Demonstrated ability to prepare and draft correspondence. Thorough knowledge of English grammar, punctuation, and spelling.

Thorough knowledge of office systems with the ability to use a range of technology, systems, databases, spreadsheets, and software packages such as Microsoft Office, including Outlook.

Ability to independently handle multiple work unit priorities and projects.

Ability to apply a variety of policies and procedures where specific guidelines may not exist.

Ability to perform standard business math including calculating ratios and percentages, tracking financial data, and making simple projections. Experience monitoring budgets.

Ability to draft and compose correspondence and standard reports.

Ability to effectively handle a broad range of interpersonal contacts including those at a higher level and those sensitive in nature.

Ability to interact with a diverse student population, faculty, staff, and the public.

Ability to analyze complex situations accurately and adopt effective courses of action.

Ability to understand problems from a broad perspective and anticipate the impact of office administration problems and solutions on other areas.

Possession of excellent verbal and written communication skills, as well as the ability to acquire knowledge of program procedures, activities, and the overall organization.

Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.

Demonstrated organizational, time management, and multitasking skills.

Must be able to work independently and take initiative.

Must be available to work 40 hours each week, with most hours falling between 7 : 30am - 4 : 00pm Monday through Friday.

Some early morning, evening, weekend, and overnight work as required.

PREFERRED QUALIFICATIONS :

Minimum three (3) years of experience working with students or educational programs.

Experience overcoming educational barriers similar to those confronting project participants, preferred.

Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.

Working knowledge of budget policies and procedures.

Familiarity with the various segments of post-secondary institutions and opportunities for low-income and underrepresented students.

Experience providing leadership and / or supervision for the work of others.

Ability to speak and write in Spanish.

EDUCATION :

Minimum Associates Degree or three (3) years of experience in general office, program administration, project management, or other related contexts.

PHYSICAL DEMANDS :

Prolonged sitting in front of computer. Walking, talking, hearing, pulling, bending, may carry 20-25 pounds of objects / material, not exposed to extreme noise level, use hands to finger, handle, or feel, reach with hands or arms, stoop, kneel, taste or smell.

BENEFITS :

Health, dental, vision, life, health care flex plan, LTD, vacation, sick leave, holiday, credit union, tuition reimbursement and retirement plan with company match. All benefits will be administered according to policies and / or procedures.