Administrative Support Coordinator

Responsibilities

• Manage complex calendars for the Vice Chancellor and Chief of Staff, including prioritizing requests, resolving conflicts, and aligning scheduling with divisional and systemwide priorities.
• Cook up and monitor division email accounts and shared calendars; draft, edit, and respond to correspondence on behalf of the division.
• Serve as a primary point of contact for internal and external stakeholders, including campus leaders, systemwide partners, and external constituents.
• Maintain division email distribution lists and stakeholder contact databases (e.g., listservs, address lists), ensuring accuracy and timely updates.
• Provide administrative and clerical support to the Executive Office, coordinating activities with executive office managers and leadership staff.
• Evaluate existing administrative procedures and recommend operational improvements and recommend workflow enhancements.
• Coordinate all aspects of executive and division meetings (e.g., VPSA, SAC, SEMSS leadership), including agenda preparation, development of briefing materials, and post-meeting follow-up.
• Prepare, format, and distribute professional documents, reports, presentations, and meeting materials; track action items and support implementation and follow-through on meeting outcomes.
• Independently manage multiple projects and assignments with competing priorities, ensuring timely completion and alignment with divisional goals.
• Plan, organize, and execute division meetings, interviews, visits, and events, ensuring coordination of all logistical arrangements.
• Manage event logistics including securing approvals, coordinating invitations and RSVPs, reserving event space, arranging catering, and coordinating vendors.
• Conduct site research and coordinate facility arrangements, including collaboration with Chancellor’s Office Conference Services for external events.
• Provide on-site and off-site event support to ensure successful execution of division engagements.
• Maintain detailed event records and assist with processing event-related expenses and materials.
• Cook up and process travel arrangements for Vice Chancellor Executive Office staff, including travel requests, itineraries, conference registrations, and reimbursements.
• Prepare and process travel documentation (e.g., travel authorizations, expense reports, campus reimbursements) in accordance with CSU policies and procedures.
• Aid in reconciliation of travel and office expenses using Concur and support monthly Universal Card reconciliation.
• Liaise with vendors to obtain receipts, resolve discrepancies, and ensure accurate financial documentation.
• Monitor VC’s expenditures and reconcile transactions to ensure compliance with CSU policies.
• Maintain organized electronic and physical filing systems, records, and administrative processes in alignment with CSU policies and retention requirements.
• Cook up and coordinate administrative workflows and activities across the division and with other Chancellor’s Office units.
• Implement process improvements to enhance efficiency and effectiveness of office operations.
• Provide administrative support for special projects and divisional initiatives.
• Perform other duties as assigned in support of division priorities, including general administrative support and special projects.
• Provide lead work direction, training, and oversight to student assistants in routine office functions.
• Collaborate with other Chancellor’s Office departments on cross-functional projects, events, and activities.

Qualifications

• High school diploma or equivalent combination of education and progressively responsible administrative experience, preferably in an executive-level environment.
• A minimum of three years of administrative executive experience supporting senior leadership managing complex administrative operations.
• One year experience in event coordination or project management.
• Experience coordinating multiple priorities, managing executive calendars, travel and handling confidential information.
• Comprehensive knowledge of office methods, procedures, and practices.
• Ability to independently interpret and apply policies and procedures and use judgment and discretion in complex situations.
• Ability to manage multiple priorities and projects with minimal supervision.
• Strong organizational skills and exceptional attention to detail.
• Advanced written and verbal communication skills, including drafting executive-level correspondence.
• Ability to handle sensitive and confidential information with a high degree of professionalism.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and work independently in a fast-paced executive office.
• Strong interpersonal skills and ability to interact effectively with high-level administrators and external stakeholders.
• Proficiency in Microsoft Office Suite and administrative systems (e.g., Concur, SharePoint).