SELD Meeting and Events Office Coordinator

About the role

The Administrative Support Coordinator I plays a crucial role in supporting the Student Engagement and Leadership Development (SELD) department at California State University, Monterey Bay (CSUMB). This position is responsible for coordinating administrative operations, managing events, and providing support to student organizations.

Responsibilities

• Collaborates with SELD and AS staff to coordinate meetings and events for SELD and student organizations.
• Reviews and submits documents for completeness and accuracy, ensuring adherence to university event policies.
• Tracks and monitors office processes and workflow related to events, catering, and facility work orders.
• Coordinates event logistics and logistics with campus partners to ensure successful event execution.
• Provides guidance and training to student leaders on event planning processes, systems, and policies.
• Supports SELD/AS staff in submitting work orders and catering for events and meetings.
• Orders and distributes supplies for club activities and monitors inventory and purchasing processes.
• Coordinates office workflows and administrative processes, identifying process improvements, and ensuring efficient operations.
• Develops and maintains Standard Operating Procedures (SOPs) for the office.
• Provides complex administrative support related to meetings and events for SELD and AS staff and students.
• Tracks, monitors, and prepares reports related to events, office operations, and student organization activities.
• Compiles reports and provides recommendations to improve workflows and program effectiveness.
• Maintains records and databases and supports budget tracking and reconciliation activities.
• Identifies operational issues and implements solutions in coordination with leadership.
• Coordinates and communicates required travel-related waivers, ensuring timely completion, accuracy, and compliance with university risk management and travel requirements.
• Participates in department meetings, training programs, collaborations, retreats, and planning sessions.
• Attends seminars and conferences to maintain program and professional development.

Requirements

Must possess a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Qualifications

• Bilingual preferred.
• Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); 25Live; intranet drives; and internet browsers.

Skills

• Experience to be fully functional in all technical aspects of work assignments.
• Working knowledge of budget policies and procedures.
• Ability to use a broad range of technology, systems and packages.
• Independently handle multiple work unit priorities and projects.
• Apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Draft and compose correspondence and standard reports.
• Handle effectively a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Benefits

CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Pay

Anticipated Hiring Salary: $4,047* mo. CSU Salary Schedule

Schedule

Full-time / 40 hours per week