Academic Affairs Office Coordinator
About the role
The Provost and Vice President for Academic Affairs oversees all operations related to instructional programs, educational policy, academic planning, academic resources, information technology, and faculty personnel actions. The Academic Affairs Vice President unit includes the Office of the Provost, Academic Resources, Academic Personnel Services, and the Office of Diversity Equity & Inclusion.
Responsibilities
Administer day-to-day operations of a divisional-level office, providing administrative and event coordination services to the Academic Affairs VP unit.
Serve as the lead coordinator for on- and off-campus event logistics, including scheduling rooms, managing guest lists and invitations, coordinating catering and technology needs, preparing materials, and supporting guest relations.
Prioritize projects, delegate work, and set deadlines to ensure continuous, timely, and efficient office workflow.
Identify opportunities for process improvement and implement systems to support efficiency and procedural legacy.
Compose and edit a wide variety of correspondence from draft to final form, ensuring proper formatting and grammar.
Schedule and maintain a calendar for meetings and events, as assigned.
Monitor all incoming and outgoing correspondence in delegated email accounts and route or follow up as appropriate.
Cover recruitment/onboarding for student assistants, train, schedule and co-lead Provost Office student assistants, including posting vacancies, organizing application materials, screening applicants, creating schedules, assigning work, tracking hours, and submitting monthly payroll.
Organize and maintain office supply and maintain general office upkeep.
Coordinate routine financial administrative processes, including payments, procurement documentation, expense tracking, and basic budget monitoring and forecasting.
Order and track supplies, equipment, hardware, and services.
Record, track, and reconcile financial transactions and assist the Budget Analysts with budgetary review and inquiries.
Submit and monitor department work requests.
Maintain unit oversight of travel-related requests and reconciliations and provide travel reconciliation support as needed.
Qualifications
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Expertise in using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Other Duties As Assigned
Knowledge, skills, and abilities associated with this position as listed in Classification Standards.
Minimum Qualifications
Entry to this classification requires a 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 mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Preferred Qualifications
Three years of related work experience, or technical/vocational program equivalent to graduating from a four-year college or University.
Familiarity with common business practices, methodology, and analyses.
Familiarity with campus software applications such as PeopleSoft, CFS Data Warehouse, Concur, Drupal 10, Procure 2 Pay (P2P), Adobe Sign, Adobe Acrobat DC Pro, Google Suite, Microsoft Office, Adobe Express, 25 Live, Zoom.
Experience working in the California State University system or higher education.
Graduation from a four-year college or university.
Application Procedure
To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:
Letter of Interest
Resume or Curriculum Vitae
Contact information for at least three Supervisor references
Application Deadline
The deadline to submit application materials is 11:55 p.m. on August 9th, 2026.