Philanthropic Support Associate (Administrative Support Coordinator II), University Advancement - Philanthropic Giving

About the Role

Under the general direction of the Associate Vice President, the Philanthropic Support Coordinator provides advanced administrative coordination and operational support for the Office of Philanthropic Giving. The incumbent independently coordinates fiscal, procurement, accounts payable, travel, and administrative operations in support of the Associate Vice President and multiple Directors (typically four or more), while ensuring compliance with CSU, University Advancement, and auxiliary policies and procedures. The position coordinates cross-functional administrative processes, prepares operational and fiscal reports to support fundraising activities and departmental planning, provides lead direction to student assistants, and exercises independent judgment in resolving operational issues, improving business processes, and supporting departmental operational objectives.

Responsibilities

• Fiscal Operations & Concur Administration:
  • Independently coordinate fiscal operations and Concur administration for the Office of Philanthropic Giving under the general direction of the Associate Vice President.
  • Provide executive-level administrative support to the Associate Vice President and multiple Directors (typically four or more).
  • Independently coordinate Concur travel authorizations and expense report processing for Office of Philanthropic Giving leadership and staff by administering transactions in accordance with CSU travel policies to ensure accurate, timely, and compliant reimbursement.
  • Process, reconcile, and monitor corporate card transactions by verifying expense allocations, supporting documentation, and ensuring timely submission to maintain accurate fiscal records and audit readiness.
  • Provide guidance to departmental staff regarding CSU travel, procurement, and expense procedures by interpreting established policies and referring highly complex matters to the appropriate campus offices, as necessary.
  • Research and resolve procurement and travel-related operational issues by exercising independent judgment and collaborating with campus partners to ensure compliance and continuity of operations.
  • Maintain fiscal documentation, tracking systems, and operational records to support financial accountability, reporting requirements, and audit readiness.
  • Coordinate with Accounts Payable to resolve transaction discrepancies and facilitate accurate and timely financial processing.
• Procurement & Accounts Payable Coordination:
  • Provide comprehensive administrative coordination for procurement and accounts payable operations in support of the Office of Philanthropic Giving.
  • Independently coordinate purchasing and payment activities while ensuring compliance with CSU procurement policies and procedures.
  • Prepare and coordinate requisitions, purchase orders, payment requests, and procurement documentation by applying CSU procurement policies and procedures to ensure accurate, compliant, and timely transactions.
  • Coordinate vendor onboarding by collecting, reviewing, and submitting required documentation while serving as a liaison between vendors and campus departments.
  • Submit, monitor, and reconcile invoices through Accounts Payable while proactively resolving payment issues and communicating with vendors and campus partners regarding transaction status.
  • Serve as the primary departmental liaison with Procurement, Accounts Payable, auxiliary organizations, vendors, and other campus departments by coordinating communication and resolving operational issues requiring discretion, diplomacy, and independent judgment.
  • Monitor procurement timelines, purchase requests, contract execution, and vendor payments to ensure timely completion of departmental fiscal activities.
• Administrative Systems & Process Coordination:
  • Coordinate administrative operations, workflow, and business processes to support departmental priorities and operational effectiveness.
  • Create, maintain, and enhance internal tracking systems, administrative databases, and workflow processes that improve operational efficiency and support departmental objectives.
  • Evaluate existing administrative procedures and recommend operational improvements that increase efficiency, strengthen internal controls, and support strategic departmental initiatives.
  • Independently interpret and apply specialized CSU and University Advancement policies and procedures while researching, analyzing, and resolving operational and procedural issues.
  • Plan, coordinate, and monitor multiple concurrent projects and administrative initiatives involving cross-departmental collaboration, ensuring projects progress from initiation through implementation and evaluation.
  • Maintain organized fiscal and administrative records to support reporting requirements, business continuity, compliance, and audit readiness.
  • Assist with implementing new procurement, travel, and financial procedures by incorporating approved operational changes into departmental processes.
  • Coordinate administrative operations and workflow across multiple functional areas by establishing priorities and ensuring timely completion of operational activities.
• Administrative Support – Office of Philanthropic Giving:
  • Provide executive-level analytical and administrative support for the Office of Philanthropic Giving in support of fundraising operations and divisional objectives.
  • Perform analytical and administrative support for the Office of Philanthropic Giving by researching, analyzing, and interpreting donor and fundraising data.
  • Develop recurring and ad hoc reports, maintains data integrity, and prepares statistical and narrative summaries to support fundraising priorities, executive leadership, strategic planning, and operational decision-making.
  • Coordinate shared administrative processes, fundraising initiatives, and cross-functional projects in collaboration with division leadership and campus partners.
  • Provide lead direction, training, and ongoing guidance to student assistants regarding procurement, Concur, financial documentation, and established administrative procedures.
  • Review work for accuracy and compliance with applicable policies and procedures and serve as a departmental resource for business processes.
  • Coordinate reporting activities, meeting logistics, event support, and operational documentation by preparing, maintaining, and distributing information in support of departmental operations.
  • Research, compile, and analyze information, records, and supporting documentation to assist departmental leadership with operational planning, reporting, and administrative decision-making.
• Other Duties As Assigned:
  • Perform other duties consistent with the Administrative Support Coordinator II classification in support of University Advancement and the Office of Philanthropic Giving.
  • Perform special projects and assignments requiring independent research, analysis, coordination, implementation, and evaluation.
  • Provide administrative support for divisional initiatives, committees, strategic priorities, and special events as assigned.
  • Represent the Office of Philanthropic Giving in meetings with campus departments, auxiliary organizations, vendors, and external partners, as appropriate.
  • May drive campus golf cart as needed.
  • Perform other classification-related duties as assigned.

Minimum Qualifications

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

Required 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 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

• Bachelor’s degree in public administration, business administration, nonprofit management, or related field.
• Working knowledge of CSU fiscal policies, travel regulations, and procurement procedures.
• Knowledge of operational and fiscal analysis techniques.
• Ability to interpret and apply university policies and procedures.
• Experience with Concur or similar travel and expense systems.
• Ability to analyze data, identify discrepancies, and resolve problems.
• Strong organizational skills and attention to detail.
• Ability to independently administer multiple deadlines.
• Demonstrated ability to work collaboratively across departments.
• Ability to exercise sound judgment and maintain confidentiality of financial information.

Compensation And Benefits

• Initial salary step placement: Step 1 - $4,367 per month for qualified candidates.
• CSU Classification Salary Step Range: $4,367 - $6,362 per month (Step 1 – Step 20).
• 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.
• Eligible employees may participate in the fee waiver education program.

Schedule

• Full-time, Non-Exempt, Probationary.
• 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.