Administrative Support Coordinator (Administrative Support Coordinator I), Educational Opportunity Program

About the Role

Under the general supervision of the Educational Opportunity Director, the Administrative Support Coordinator I provides overall administrative and clerical support to the Office of Educational Opportunity Program (EOP).

Responsibilities

• Acts as the primary office receptionist and support for the Office of Educational Opportunity Program (EOP), overseeing the office’s day-to-day operations.
• Screens telephone calls and office visitors; furnishes information and/or refers callers to the appropriate individuals or other campus offices.
• Takes messages and schedules appointments, interviews, and meetings for EOP staff.
• Answers routine questions from university personnel and the general public regarding the Educational Opportunity Program, Renaissance Scholars Program, and Summer Bridge Program.
• Answers initial student inquiries and/or directs students to appropriate individuals or other campus offices.
• Sends information to individuals inquiring about the EOP/RSP/Bridge programs or refers them to appropriate personnel.
• Maintains department bulletin board and front desk area in an orderly manner.
• Maintains department signage.
• Oversees and maintains department contracts (e.g., copier service, telephones) in collaboration with the department Budget Analyst to maintain accurate budget records.
• Prepares and processes State and philanthropic travel advances, expense claims, and mileage reimbursements in collaboration with the department Budget Analyst.
• Submits online Staples/Amazon orders for office supplies, equipment, hardware, and software on a regular and as-needed basis in CSUBUY; assists in maintaining office supply storage.
• Processes, obtains approval, submits, and monitors monthly payroll for all staff members in the department.
• Provides administrative support to the EOP Assistant Director and EOP Director, including typing material from handwritten copy (correspondence, memos, reports, agendas, and educational program materials).
• Assembles and prepares material for distribution (e.g., Returning Student Appointments, Mid Semester Evaluations, Graduate Reception invitations).
• Informs appropriate supervisors when a staff member is absent.
• Schedules staff and committee meetings.
• Receives department orders (e.g., Staples) and verifies that inventory received matches the original order.
• Obtains and distributes staff paychecks.
• Maintains, monitors, tracks, and prepares recruitment supplies for EOP Outreach presentations.
• Assists EOP Graduation Reception Coordinator (e.g., invitations, RSVP lists, student certificates).
• Prepares, submits, and tracks department duplicating requests to Printing Services.
• Develops and updates front desk operations manual; provides input on office procedures.
• Prepares and submits facility use requests for on-campus meetings or events.
• Locates and retrieves student records as requested by staff (e.g., archived files).
• Converts documents to imager and assists with maintaining the online file system.
• Secures student records and information to maintain student confidentiality.
• Operates all office machines and equipment required.
• Receives, date stamps, and distributes mail on a daily basis.
• Attends staff meetings.
• Meets with the Department Budget Analyst on a regular basis to discuss front desk operations, daily matters, and office management.
• Performs other duties as assigned, including preparing materials for mailings.

Requirements

• Completion of a high school program, technical/vocational program, or their equivalents.
• At least 3 years of related office work experience.

Qualifications

• Experience to be fully functional in all technical aspects of work assignments.
• Ability to understand and operate in a variety of organizational structures.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Ability to clearly communicate orally and in writing.
• Ability to use and quickly learn new office support technology systems and software packages.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculating ratios and percentages, tracking financial data, and making simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• A background check (including fingerprinting, employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries) must be completed satisfactorily before employment.

Preferred Qualifications

• Bachelor’s degree and/or equivalent.
• Experience using Microsoft Teams, PeopleSoft, Microsoft Office 365 Suite, Excel, and PowerPoint.

Pay

Initial salary step placement will be Step 1 - $4,047 per month for qualified candidates. CSU Classification Salary Step Range: $4,047 - $5,896 per month (Step 1 – Step 20).

Benefits

• Comprehensive benefit package including medical, dental, and vision plans.
• Membership in the California Public Employees Retirement System (CalPERS).
• Sick and vacation time, and 15 paid holidays a year.
• Eligibility to participate in the fee waiver education program.

A summary of benefit information can be found here.

Schedule

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

Work status: Full-time / Non-Exempt / Probationary.