California State University, Monterey Bay · 1 month ago
Administrative Support Coordinator - School of Business
Monterey, CA
Full-time
Onsite
Mid Level
$4,376/mo - $5,044/moCalifornia State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. The Administrative Support Coordinator is responsible for performing a full range of clerical, secretarial, and general office support functions to coordinate the clerical and administrative support functions in support of the College’s degree programs.
EducationHigher EducationUniversities
No H1B
U.S. Citizen Only
Responsibilities
Coordinating Academic Program Support: Under the general supervision of the Chair, and with direction from the Dean, coordinates clerical and administrative support functions and performs administrative work for a large/complex academic program. Manages a broad range of operational and procedural office and administrative issues, including researching, analyzing, and evaluating information to develop solutions. Assists with planning and executing large-scale, complex projects with broad and visible impact that require coordination with department programs and the Dean’s Office. Interacts with program directors, Chairs, Deans, and outside community members, including handling sensitive interpersonal situations. Supports the planning and implementation of special college-related events. Coordinates clerical and administrative support functions across Sustainable Hospitality programs in collaboration with the COB Senior Administrative Analyst and PB Scholar Program Coordinator
Maintenance of Office Infrastructure and Daily Operations: Serves as liaison with administrative offices on and off campus. Assists and directs students, staff, and faculty to appropriate resources. Organizes and maintains electronic and physical records and files for program operations and student information, including evaluating processes and making recommendations to improve procedures. Maintains office supplies, files, and records. Independently and professionally greets visitors and handles all correspondence, including telephone, mail, and email inquiries. Maintains calendars and schedules and coordinates large meetings, activities, and events. Attends meetings, prepares minutes or summary notes, and tracks action items. Establishes, tracks, and serves departmental and university committees as needed. Makes independent decisions regarding day-to-day operations, including interpreting and applying procedures and policies. Manages multiple work unit projects and priorities with varying deadlines
Departmental Travel: Coordinates and arranges travel for department personnel and students. Prepares and processes travel authorizations, reimbursements, and claim forms/documentation for all department-related travel. Maintains up-to-date knowledge of academic and administrative travel policies and procedures and ensures College compliance with all University travel requirements
Budgets: Assists with tracking and maintaining spreadsheets and documentation related to office budget expenditures in accordance with University procedures and timelines. Provides budget status reports and projections in coordination with the Department and College Analyst. Maintains all documentation for department purchases and expenditures. Reviews and verifies the accuracy of financial documents, including reimbursements, travel forms, and other department financial transactions for faculty and staff
Accreditation and Assessment Project Design: Assists with designing and developing accreditation-related database structures and reports. Works with the Department Chair and Analyst to create frameworks for analyzing assessment data and benchmarking peer colleges of business. Creates surveys and compiles results to support assessment and curricular initiatives. Collects and organizes student profile data, student proficiency levels in writing and math diagnostics, grade distributions by course, and other data supporting AACSB Standard 13 on student success and engagement
Scheduling: Assists the Department Chair and Analyst in preparing course schedules for undergraduate programs. Maintains databases related to courses, schedules, and enrollments. Provides coordination and support for academic advising during orientation and registration periods and prepares materials related to academic instruction and program outreach. Supports academic programs by preparing consent calendar materials and submitting required information for all undergraduate programs
Student Assistants: Recruits, hires, trains, and provides work direction to student assistants in the BUS Department. Approves student assistant hours for all student assistants in the College of Business. In consultation with the Department Chair, establishes clerical procedures, controls workflow, and sets priorities for student assistant assignments
Other Functions: Perform other job-related duties and special projects as assigned
Qualification
Required
Knowledge and skills in standard office procedures and practices
Ability to understand and operate in a variety of organizational structures
Thorough knowledge of English grammar, spelling, and punctuation
Ability to clearly communicate orally and in writing
Knowledge of business mathematics beyond basic arithmetic
Ability to use and quickly learn new office support technology systems and software packages
Experience tracking and monitoring budgets, revenue, and expenditures using Microsoft Excel or a similar program
Excellent English writing skills and customer service skills
Experience with event planning
Working knowledge of desktop publishing software
Proficiency in the entire Microsoft Office Professional Suite (Excel, Word, PowerPoint specifically) and their equivalent in Google Suite (Sheets, Docs, Calendar, etc.)
Strong problem solving, interpersonal, and customer service skills with a proactive and positive attitude about assisting others
Ability to work in a fast-paced environment with concurrent deadlines
Must be flexible and able to adapt to a rapidly changing work environment
Preferred
Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent information system
Microsoft Office Professional
Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.)
25Live
Intranet drives
Internet browsers
Benefits
Outstanding vacation
Health, dental and vision plans
Membership in the California Public Employees Retirement System (CalPERS)
15 paid holidays a year
Access to affordable housing near main campus
Company
California State University, Monterey Bay
California State University, Monterey Bay is a state university.
Founded in 1994
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$5MKey Investors
U.S. Department of Agriculture
2023-06-21Grant· $5M
Leadership Team
Brian Corpening
Chief Diversity Officer
Chip Lenno
Chief Information Officer
Recent News
Morningstar.com
2025-09-15
Company data provided by crunchbase