Administrative/Logistics Coordinator- Part-Time Casual/Non-Student

Description

The Division of Student Affairs' Career Center at Sacramento State campus is seeking to hire one casual employee to help coordinate administrative support, events, scheduling, budget and logistics for students, faculty, staff, and administrators in the Career Center and Developing Hispanic Serving Institutions' (DHSI) Degree with a Purpose: Integrating Career Development and Financial Wellness into the College Experience Project. Through a collaborative career development approach, the Career Center engages, educates, and empowers our students and alumni to thrive and successfully contribute to the community and the economic workforce of the future. The Career Center offers proactive comprehensive career development programs, fostering partnerships with community and campus businesses to provide hands-on work experience for students and alumni. Our various services help students and alumni reach their educational and lifelong career goals, choose a major or career path, find and apply for internships and jobs, learn job search strategies which include interview skills, and developing resumes and cover letters. The Career Center also serves as a hub between the university, its students and alumni, its departments, and potential employers on a state, regional and national scale.

Requirements

Conditions of Employment

This is a part-time, temporary, non-benefited position. Employment in all positions with University Enterprises, Inc. is dependent upon the mutual consent of University Enterprises, Inc. and the employee. This means that either University Enterprises, Inc. or the employee can, at any time, terminate the employment relationship at will, with or without cause.

UEI does not allow employees to hold more than one UEI Job at a time, or work in more than one account per pay period. UEI employees who are considering leaving their current UEI position for a different UEI position should inform their supervisor in writing and provide at least a week's notice.

Depending on the type of position you are applying for, a pre-employment background check consisting of one or more of the following may be conducted: employment history, professional references, criminal check: educational verification (i.e., degree, license, or official transcript), DMV clearance. Applicants will be required to pass required pre-employment checks to the satisfaction of University Enterprises, Inc. (UEI) and the hiring Agency or Department.

Majors/Fields of Study

Any Major

Work Schedule

Flexible workdays and work hours, Monday - Friday, between 8 AM - 5 PM. Final work schedule to be determined by supervisor.

Additional Work Schedule

Casual employees are limited to 19.5 hours per workweek (Sunday - Saturday).

Compensation

$28.00 - $32.00 per hour

Minimum Qualifications

• Strong verbal and written communication skills and thorough mastery of English grammar, punctuation, and spelling.
• Thorough knowledge of appliable university infrastructure, policies and procedures.
• Thorough knowledge of office systems and ability to use a broad range technology, office software packages, and systems.
• Ability to apply independent judgment, and initiative to address problems and to independently handle multiple work unit priorities and projects.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference and knowledge of budget maintenance procedures and practices.
• Demonstrated project management, time management and organizational skills, with the ability to manage details of multiple priorities and complex projects and events.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to organize, plan, develop, and assist in designing and distributing event marketing and promotional materials (e.g. flyers, brochures, surveys, email).

Preferred Qualifications

• Ability to interact with a variety of campus and community individuals and effectively handle a wide range of interpersonal interactions with people from diverse backgrounds and at all levels and handle highly sensitive interpersonal situations.
• Ability to effectively write and present correspondence and reports.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Ability to use social media technology.
• Ability to appropriately handle confidential materials.
• Experience working in an institution of higher education.
• Knowledge of a career services management system, such as Handshake.
• Knowledge of Common Management System (CMS), EAB or comparable student information system.
• Experience with events management and scheduling systems (e.g. OPUS, ASTRA).
• Knowledge of federal grant programs and regulations or of other programs with similar goals.

Duties and Responsibilities

• Plan, develop, and implement events for the Career Center, including logistics for each component of event.
• Create event plans and protocols for department and program.
• Assist with coordination and event staffing at all major career events such as career fairs; workshops; networking events; first-year and transfer orientation.
• Oversee all event scheduling and partner with the Union, the WELL and Space Management to make sure appropriate space is booked for each event.
• Evaluate program/event and budget considerations to determine requirements as to space, facilities, catering, technology, equipment, and other details.
• Track events in appropriate events systems and in line with grant requirements.
• Interact with a variety of campus and/or community constituents including working with students, alumni, faculty, staff and employers.
• Provide assistance or present at meetings, workshops and special events on and off campus. Assist with outreach efforts to help promote career services and events both on-campus and at community events such as community college fairs.
• Along with other Career Center staff, provide support for Handshake, online database for career services, events, and jobs and internships.
• Provide back up support for social media functions, including posting, updating, and gathering analytical information for Facebook, Instagram, LinkedIn, Twitter and any other social media.
• Evaluate event effectiveness with supervisor, and develop and recommend plans, goals and strategies to enhance events, programs and operations.
• Maintain currency on the campus, division, department and programs, policies, mission, goals, objectives, achievements and infrastructure.
• Collaborate with Student Affairs' Communications and Career Center teams to design and implement Career Center marketing and communications.
• Coordinate contracts and purchasing for facilities, catering, tables and chairs, parking, vendors, and travel requests. Process, document, and reconcile fund transfers and reimbursements, mini grants, personnel, supplies, and other purchases and accounting.
• Monitor and maintain program budgets and related records. Manage tight deadlines and a multitude of accounting activities including general budget preparation, contract/grant reporting, data entry, financial reporting, accounts receivable, and support of budget and forecast activities in coordination with Student Affairs Strategic Business Resources (SABR) and UEI.
• Work with Procurement and Contract Services, Accounts Payable, UEI Sponsored Projects, other departments and vendors to obtain price quotes, secure contract signatures, process purchase orders and travel requisitions, personnel transaction forms, pay vendors and reconcile budgets.
• Perform a variety of administrative duties in support of alumni services and reimbursement of costs for self-support programs (e.g., College of Continuing Education).
• Provide administrative support within department including preparing correspondence, emails, meeting notes, managing calendars and room requests; maintaining confidential files, and answering calls.
• Hire, supervise and train student assistants to respond to calls, visitors and emails, and provide backup support for office including front desk customer service.
• Assist in program development and planning, responding to and/or directing student, alumni, faculty, and employer inquiries related to career services; and researching, troubleshooting, and resolving related problems. Troubleshoot office technology problems and systems including campus-based systems/software (e.g., EAB, CMS, Handshake) and equipment for checkout.
• Prepare information packets for career events.
• Recruit, train and provide lead work direction for graphic design student assistant and provide updates on projects and graphic design needs.
• Develop and implement student and alumni communications, engagement/recruitment and partnership strategies that address goals and priorities of the Career Center.
• Coordinate the hiring activities for all student assistants, federal work study students, grant funded student assistants, etc., including advertisements, communications and processing appropriate paperwork.
• Remind department employees to submit their time reports via the on-line timekeeping system and maintain attendance records.
• Work with Student Affairs, HR, and UEI Payroll to resolve discrepancies.
• Process timesheets and assist with timekeeping duties and administering payroll and troubleshoot timesheets and payroll as needed.
• Assist with new staff workstation and technology access and key requests.
• Create, manage, and maintain spreadsheets of inventory of IT items and email addresses/directory lists.
• Assist with set up and breakdown of Career Center events, including signage and materials.
• Support the Division and University missions, programs and events, and represent the Division and/or Career Center at events and on committees, boards, and teams as appropriate.
• Participate in divisional professional development and cross-training programs; develop and maintain a broad base of Student Affairs based knowledge, skills, and experience, and cross train others in administrative support.
• Work with various Student Affairs departments to provide administrative and logistics support during periods of peak demand or back up.
• Attend staff meetings and professional development as assigned.

Physical Requirements

Sit for extended periods; frequently stand and walk; manual dexterity and hand-eye coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computer workstations, telephones, calculators, copiers, printers, and scanners with or without reasonable accommodation.

Working Conditions

Work is performed in an hybrid environment.

Students/Employees will be required to work according to the current UEI remote workplace policy and sign a UEI Work from Home Agreement. The decision to permit an employee to work from home is at the discretion of the supervisor or employer and may, at any time and with or without cause, unilaterally terminate the option to work from home.

Application Instructions

Please complete all fields of the employment application. Include your educational history in the "Educational Experience" section and any employment history in the "Employment Experience" section of our application.

Apply by date: 12/6/2025

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