Financial Operations Coordinator (Administrative Support Coordinator II), Academic Success & Undergraduate Advising

About the Role

The Administrative Support Coordinator II (ASC II) provides comprehensive administrative, financial, and operational support to ensure the efficient and compliant administration of departmental business operations. This position coordinates budget, payroll, purchasing, student employment, and program support functions by analyzing operational needs, reconciling financial records, processing personnel and financial transactions, maintaining confidential records, and ensuring compliance with university policies and procedures.

Responsibilities

• Provide administrative and financial support by reconciling State, Lottery, Trust, and Auxiliary accounts, analyzing budget activity, monitoring expenditures, and maintaining financial records to ensure accurate reporting, compliance, and sound fiscal management.
• Coordinate departmental purchasing and procurement by preparing and submitting requisitions, Independent Contractor and UPEC documentation, Requests for Invoices, and ProCard transactions, while verifying account allocations and maintaining supporting documentation.
• Monitor and track budget transactions, including expense transfers, payroll expenditure transfers, budget reallocations, reassigned time, awards, and ProCard activity, by maintaining comprehensive records and reconciling financial data.
• Assist with faculty special consultant, Graduate Assistants, and Instructional Student Assistants appointments through CSU Temp Academic Employment (TAE).
• Administer student employment processes by coordinating hiring, personnel actions, pay warrant distribution, and confidential employee records, while tracking salary expenditures and analyzing payroll trends.
• Deliver student employee payroll and timesheet training by researching policy updates, revising training materials, and providing guidance to ensure compliance with university payroll procedures.
• Maintain confidential personnel and payroll records containing sensitive employee information in accordance with university policies and applicable privacy requirements.
• Coordinate and monitor student employee payroll activities for all Academic Success and Undergraduate Advising (ASUA) units by tracking hours worked, maintaining payroll records, and reconciling salary expenditures against budget allocations.
• Review and process monthly Student Assistant and Instructional Student Assistant (ISA) timesheets by collecting payroll documentation, verifying accuracy, resolving discrepancies, and submitting finalized payroll packets for approval.
• Process student employment personnel actions by preparing and submitting hiring changes, terminations, salary increases, position changes, and Federal Work-Study transactions through applicable University systems.
• Provide administrative and operational support to the Marketing unit by coordinating the procurement of promotional materials, processing Requests for Invoices and Chargebacks, and monitoring related expenditures.
• Coordinate the logistics of departmental projects, events, meetings, workshops, and trainings by arranging facilities, catering, promotional materials, and vendor services.
• Support departmental initiatives by researching resources, resolving administrative and operational issues, and coordinating project activities to improve service delivery and operational efficiency.
• Maintain departmental administrative records by organizing, filing, archiving, and securely shredding documents in accordance with University records retention and confidentiality requirements.
• Provide lead work direction to front desk Student Assistants by assigning and monitoring daily work, training staff on office procedures, and serving as a resource for operational questions.
• Evaluate administrative workflows and recommend process improvements by identifying operational inefficiencies and implementing procedural enhancements.
• Provide administrative support across Academic Success and Undergraduate Advising (ASUA) units by responding to evolving operational needs and assisting with departmental initiatives.

Requirements

• High School diploma or its equivalent and five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Qualifications

• Excellent communication and interpersonal skills to interact effectively with faculty, staff, students, and external constituencies, both verbally and in writing.
• Advanced time management and analytical skills.

Preferred Qualifications

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• 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 when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to inquiries related to the work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions.
• 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 inference.
• Ability to effectively write and present reports.
• Ability to handle interpersonal interactions at all levels and manage highly sensitive situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Pay

Initial salary step placement will be Step 1 - $4,367 per month for qualified candidates. CSU Classification Salary Step Range: $4,367 - $6,362 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.

Summary of benefit information.

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.