Administrative Coordinator

About the Role

The California State University, Office of the Chancellor, is seeking an Administrative Coordinator to provide administrative and technical support to the Fire Safety and Construction Services units in CPDC. This includes general office coordination and responsibility for campus files and unit project support.

Responsibilities

Under the general direction of the Chief of Fire Safety, the Administrative Coordinator will perform duties as outlined below:

• Independently prioritizes and performs routine clerical tasks including file management, travel arrangements and reimbursements, scheduling of meetings, and attendance.
• Performs administrative duties including responding to daily inquiries via phone from campus professional and support staff, internal constituents, preparing memos, letters, drafts, contracts, and correspondence as required.
• Assists managers by preparing for final review Board of Trustees items, reports to the Legislature, and/or outside agencies.
• Prepare documents for the Construction Services/Fire Safety Chancellor’s Office units.
• Prepares authorizations to proceed, quarterly reports, correspondence and other documents related to Construction Services/Fire Safety Chancellor’s Office units, as well as those reports required to meet the Office of the State Fire Marshal (OSFM) requirements.
• Produce reports from various databases.
• Order uniforms and supplies specific to Construction Services/Fire Safety needs.
• Assists in collating/distributing presentation and training materials, and logistical coordination for any and all training held at the Chancellor’s Office or online.
• Provides logistical support and planning assistance for unit meetings, trainings, and conferences.
• Oversee and develop department calendar for high visibility meetings and associations with distinctive attention to multi-level details.
• Coordinate with Chancellor’s Office Communications Department to maintain and update Construction Services/ OFS web information.
• Document processes and procedures and maintain the administrative analyst desk manual to reflect current model practices.
• Provides assistance and back-up to other units as needed.

Qualifications

This position requires:

• A high school program, technical/vocational program, or their equivalents combined with a minimum of 4 years of related office work experience; or equivalent combination of education and experience is required.
• Ability to establish and maintain cooperative working relationships.
• Ability to function well in high volume, deadline-driven environment.
• Thorough knowledge of English grammar, spelling and punctuation; thorough knowledge of office methods, procedures and practices.
• Proficient and accurate in basic math.
• Ability to coordinate many different clerical tasks, determine relative importance of each, set deadlines, prioritize and complete projects accordingly; ability to learn, independently interpret and apply a variety of academic and organizational policies and procedures; ability to identify appropriate applications of written policies and procedures; ability and interest to learn the operations of a department.
• Ability to apply judgment, discretion and initiative in performing clerical work in a variety of subjects, programs or projects; ability to draft and prepare clean, concise and accurate cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources; ability to check work for accuracy; ability to keep records and files; ability to screen mail, telephone calls and visitors.
• Proficient in Microsoft Office Suites: Word, Excel, PowerPoint.

Pay

The anticipated salary hiring range is up to $50,532 per year, commensurate with qualifications and experience. CSU Classification Salary Range: $48,564 - $70,752 per year (Step 1 - Step 20); Step placement will be determined based on relevant qualifications and professional experience. Step placement upon appointment is not expected to exceed Step 3 ($50,532 per year). Future increases, including step advancement, are subject to contract negotiations.

Benefits

• Comprehensive Health, Dental, and Vision Benefits
• 15 paid holidays a year
• Tuition waiver education program (also applies to eligible family members)
• Membership in the California Public Employees Retirement System (PERS)

Schedule

Flexibility to telecommute two days a week, with three days on-site at the main headquarters in Long Beach, California.