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Administrative Support Coordinator ITEPP/ELITE Scholars Position

1 month ago

Eureka, California, United States The California State University Full time
Job Title: Administrative Support Coordinator ITEPP/ELITE Scholars

The California State University is seeking a highly skilled and organized Administrative Support Coordinator to join the ITEPP/ELITE Scholars team. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Department of Indian Tribal & Education Personnel Program/ELITE Scholars.

Job Summary:

Under the lead work direction of the Coordinator for ITEPP & ELITE Scholars, this position provides administrative coordination and support to the ELITE Scholars and ITEPP programs. This includes the Coordinator, Student Support Specialist, and student staff. The Administrative Support Coordinator position provides support for the ELITE Scholars and ITEPP programs with all fiscal transactions, events, travel, budgeting, and programming oversight. Additionally, the ASC oversees the management of the office and trains and provides lead work direction to multiple student assistants.

Key Responsibilities:
  • Provides administrative support to the ELITE Scholars and ITEPP programs, including fiscal transactions, events, travel, budgeting, and programming oversight.
  • Oversees the management of the office and trains and provides lead work direction to multiple student assistants.
  • Supports and coordinates general office activities and provides and oversees all reception services, including receiving a wide variety of visitors, including students, staff, alumni, and community members.
  • Assists with travel arrangements for the coordinator, student services specialist, and students, including booking travel, submitting travel authorizations and expense reports in a timely manner.
  • Acts as the key advisor for the department and is responsible for requesting PeopleSoft access, key cards, phone line connections, printer payments, maintenance requests, makes room reservations, etc.
  • Supports and/or coordinates the planning special events, performs event-based budget reconciliation and reporting using financial reporting spreadsheets, assists in the outreach and promotion of events, and is responsible for ongoing coordination of welcome and graduation receptions.
  • Oversees and trains the department office student assistants, orienting and onboarding all undergraduate and graduate student assistants, establishes priorities and workflow, delegating work as needed, and completes student time sheets.
Knowledge, Skills, and Abilities:
  • Experience to be fully functional in all technical aspects of work assignments, organizational, task and time management skills, including planning, prioritizing, and managing work in a confidential office setting with diverse demands and frequent interruptions.
  • Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
  • Thorough knowledge of English grammar, punctuation, and spelling.
  • Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
  • Ability to independently handle multiple work unit priorities and projects, recognizing and quickly accommodating changing priorities, performing detail work accurately and efficiently, problem solving and researching solutions, using independent judgment in decision making, and ability to work independently.
  • Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
  • Working knowledge of budget policies and procedures.
  • Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
  • Ability to draft and compose correspondence and standard reports.
  • Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature, excellent communication and collaboration skills, including the ability to establish and maintain positive working relationships, communicate effectively with a diverse population, and demonstrate excellent interpersonal skills.
Minimum Qualifications:
  • Entry to this classification requires 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.
  • 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.
Preferred Qualifications:
  • Knowledge of grant writing and expenditure processes.
  • Experience working with foster youth.
Application Procedure:

To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

  • Letter of Interest
  • Resume or Curriculum Vitae
  • Contact information for at least three professional references
Application Deadline:

The deadline to submit application materials for first reviews is Wednesday, March 27, 2024.