Location: Fullerton, CA

Department: Research Grant Employees

Category: Administrative Assistant

Job Type: Full-time

Job Number: 03738

Description

Under the supervision of the CSUF GEAR UP Director, the Administrative Coordinator will provide administrative and operational leadership and support. The Administrative Coordinator will provide office management through front desk coverage, including fielding and managing written and verbal communications. They will maintain staff records and process hiring paperwork. In this role, the Administrative Coordinator will regularly maintain correspondence and communications with campus and community partners. The Administrative Coordinator will assist in monitoring program expenses, executing financial reconciliations, handling departmental purchases, and preparing various requests for review and routing. The Administrative Coordinator will participate in the routine editing of procedural manuals and provide direction to staff. Based on program needs as determined by the GEAR UP Director, this position may be required to work out of various locations including the CSUF campus, GEAR UP target schools, or other locations.

Some early morning, evening, and weekend work may be required.

*Please be aware that funding for this position is awarded through a Grant/Contract over a specified period. Employment for this position beyond current Grant/Contract funding is contingent upon continued funding or new Grant/Contract.

Essential Duties

• Responsible for managing day-to-day office operations, procedures and practices, including front desk coverage and the organization and functioning of department facilities.
• Carries out recruitment, training, supervision, and scheduling of staff as assigned.
• Tracks and reports staff payroll and effort certifications.
• Provides routine financial support, including completing and submitting financial forms, check requisitions, purchase handling, travel authorizations, etc.
• Prepares, reviews, and revises documents to ensure compliance with federal and institutional policies.
• Provides administrative support with and coordination of data entry, processing of personnel requests, and maintenance of records for the office. Responsibly handles and manages sensitive data and information.
• Provides administrative support to the Director of CSUF GEAR UP, the program, and staff.
• Maintains the organization and accuracy of digital and tangible files and records via established systems for documentation and tracking.
• Provides administrative support to and coordination of the development and completion of projects, reviews reports, organizes and plans activities under the direction of the Director of GEAR UP.
• Assists with the coordination of program logistics as assigned, such as college visits, cultural activities, field trips, and components of summer programs.
• Assists with student programs, special events, and logistical support the day of such events.
• Assists in the preparation and completion of the annual performance report, evaluation, assessments, and other periodic updates on project activities and progress for internal use, the US Department of Education, CSUF, and other project constituents.
• Composes correspondence, proofreads, and edits drafts and documents.
• Serves as a liaison between GEAR UP and members of the campus, the community, partner schools, program participants.
• Possesses strong interpersonal customer service, responsiveness, and problem-solving skills needed to interact successfully with a diverse community of students, families, partners, and colleagues over the telephone, email, communication platforms, and in person.
• Establishes and maintains effective working relationships with the campus, the community, and community partners and entities.
• Attend staff meetings and staff development sessions (including various mandatory training sessions).
• Other duties as assigned.

Qualifications

• Minimum one (1) year of experience working with students or educational programs.
• Excellent written and oral communication skills.
• Demonstrated ability to prepare and draft correspondence.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems with the ability to use a range of technology, systems, databases, spreadsheets, and software packages such as Microsoft Office, including Outlook.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply a variety of policies and procedures where specific guidelines may not exist.
• Ability to perform standard business math including, calculating ratios and percentages, tracking financial data, and making simple projections.
• Experience monitoring budgets.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broad range of interpersonal contacts including those at a higher level and those sensitive in nature.
• Ability to interact with a diverse student population, faculty, staff, and the public.
• Ability to analyze complex situations accurately and adopt effective courses of action.
• Ability to understand problems from a broad perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to acquire knowledge of program procedures, activities, and the overall organization.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
• Demonstrated organizational, time management, and multitasking skills.
• Must be able to work independently and take initiative.
• Must be available to work 40 hours each week, with most hours falling between 7:30am - 4:00pm, Monday through Friday.

EDUCATION:

• Minimum Associate’s Degree or three (3) years of experience in general office, program administration, project management, or other related contexts.
• Bachelor’s degree from an accredited four-year college or university, preferred.

PREFERRED QUALIFICATIONS:

• Two (2) years of experience working with students or educational programs.
• Experience overcoming educational barriers similar to those confronting project participants, preferred.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Working knowledge of budget policies and procedures.
• Familiarity with the various segments of post-secondary institutions and opportunities for low-income and underrepresented students.
• Experience providing leadership and/or supervision for the work of others.
• Ability to speak and write in Spanish.

PHYSICAL DEMANDS:

Prolonged sitting in front of computer. Walking, talking, hearing, pulling, bending, may carry 20-25 pounds of objects/material, not exposed to extreme noise level, use hands to finger, handle, or feel, reach with hands or arms, stoop, kneel, taste or smell.

BENEFITS:

Health, dental, vision, life, health care flex plan, LTD, vacation, sick leave, holiday, credit union, tuition reimbursement and retirement plan with company match. All benefits will be administered according to policies and/or procedures.

APPLICATION PROCEDURE:

CSU Fullerton, Auxiliary Services Corporation (ASC) is an Equal Opportunity/Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at (657) 278-4117.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the ASC. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASC employees who apply for the position.

Benefits:

ASC offers comprehensive benefits based on employment classification. To learn more about ASC's benefits please view the information here.

Salary Range: 22.00-26.00