Strategic Engagement Support Coordinator

About the role

The California State University, Office of the Chancellor, seeks a Strategic Engagement Support Coordinator to provide administrative support directly to the Assistant Vice Chancellor, Strategic Engagement. This position performs a wide range of administrative and clerical tasks, including preparing and composing written correspondence, creating and maintaining electronic records, arranging meetings and events, and troubleshooting office technology problems.

Responsibilities

• Preparing and composing written correspondence, reports, and other documents.
• Creating and maintaining electronic records and files and record-keeping systems.
• Screens telephone calls and refers them to appropriate staff.
• Arranges meetings and events, including space rental, catering, and AV needs.
• Maintains Outlook calendar.
• Makes travel arrangements and completes paperwork on all travel requests and expense claims in Concur.
• Processes requisitions and invoices for payment in CSUBuy.
• Requests updates to information on the department website.
• Orders and maintains supplies from Staples in CSUBuy.
• Troubleshoots office technology problems and systems.
• Performs other general office support and maintenance activities.
• Information gathering and analysis, compiling data, preparing reports:
• Maintains, gathers, and analyzes data and information for various purposes, including tracking, monitoring, coordinating, and compiling department activities, programs, events, budgets, and financial data.
• Reconciles department budget and reviews reports in Data Warehouse; tracks expenses, budget, and expenditure transfers, researches, and reconciles expenses in CFS.
• Compiles and prepares various reports.
• Uses and maintains office support technology and systems such as word processing, desktop publishing, spreadsheets, and databases to produce results.
• Supports the project, initiative, or program with support coordination.
• Interacting with CSU constituents, networking to build CO relationships, coordinating work and projects, serving as primary point of contact:
• Interacts with a variety of CSU constituents including external partners, governmental agencies, community members, alumni, students, faculty, and staff; CO staff and administration, and campus administrators, staff, and faculty across the CSU’s 22 campuses.
• Networks to build CO relationships to expedite work and projects.
• Coordinating work and projects.
• Coordinates logistical aspects of meetings, programs, and engagements, including venue coordination, travel arrangements, agenda preparation, coordination of documentation, and onsite assistance.
• Serves as a primary contact and/or resource to outside parties, such as vendors, CO stakeholders, alumni, governmental agencies, and CSU administrators.

Qualifications

• Graduation from high school program, technical/vocational program, or their equivalents combined with years of experience. Bachelor’s degree from an accredited university is preferred.
• 5–6 years of progressively responsible administrative, clerical, and department operation coordination experience.
• Strong writing skills.
• Previous experience in an administrative office within an academic setting.
• Experience preparing written correspondence.
• Experience developing spreadsheets and reports from a variety of sources to produce a consolidated summary.
• Department budget coordination experience.
• Good customer service skills.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to evaluate and make recommendations related to operational and procedural matters.
• Ability to perform large scale, complex projects with broad, visible impact that involve coordination with other departments.
• Ability to take work direction, training, and guidance from supervisor and co-workers.
• Skill and ability to work on multiple projects and priorities simultaneously.
• Ability to make independent decisions on day-to-day operations.
• Knowledge of specialized policies and procedures and the ability to apply them.
• Knowledge of a broad range of operational and procedural office and administrative problems which may at times require research, analysis, and evaluation of information which may need to be solved.
• Ingenuity in developing solutions is required.
• Ability to successfully interact with high levels of management and outside university constituents.
• Ability to deal with sensitive interpersonal situations.
• Ability to work independently or in a team to meet deadlines.
• Ability to work in a steady and fast-paced working environment.