Administrative Support Coordinator

California State University Maritime Academy - Vallejo, CA4.0

Full-time$3,100 - $3,600 a month
California State University Maritime Academy

Job Bulletin Number:103203
Classification:Administrative Support Coordinator II
Department:Academic Support - Faculty Development
Employment Type:Probationary/Permanent
Bargaining Unit:CSUEU, Unit 7
Pay Plan:12 month
Salary Range: $3,115 - $5,639 per month. Hiring salary anticipated to be $3,115 - $3,600 per month commensurate with education and experience.
Benefits:Premium benefit package includes outstanding health, dental and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.
Pre-Employment Conditions:Background
Closing Date:Open until filled.

HOW TO APPLY: Interested parties should submit the Cal Maritime Employment Application, a cover letter and resume. Apply on-line at

Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on a scenic waterfront site in Vallejo, the campus serves a student population of approximately 1100 undergraduates and 50 graduate students. The campus currently offers undergraduate degrees in Mechanical Engineering, Facilities Engineering Technology, Marine Engineering Technology, Marine Transportation, Global and Maritime Studies, and Business Administration. A master's degree in Transportation and Engineering Management is offered as well as a number of extended learning programs and courses.

Position Summary:
Under the supervision of the Dean, Library and Learning Services, the Academic Support Coordinator provides support for Faculty Development, International Programs, and the Academic Senate. In addition, the coordinator provides support for the Dean including scheduling meetings and assisting with meeting logistics, coordinating and making travel arrangements, monitoring and analyzing budget data, performing credit card reconciliations, and assisting the Dean with gathering documents and data for reports.

Organize, track, and coordinate application & award process for Faculty Development funds
Book travel for award recipients; assist with travel expense claims
Make purchases for award recipients; assist with requisitions and travel expense reimbursements.
Track award expenditures and Faculty Development budget in the Common Financial System
Monitor budget data, check expenditures for accuracy, and research/resolve problems.
Update Faculty Development webpage
Schedule meetings and assist with meeting logistics for Faculty Development Coordinator
Track Research Scholarship & Creative Activities applications and awards
Coordinate faculty awards process, including ordering name plates and gathering photos and biographies

International Programs:
Organize, track, and coordinate documents for faculty, staff, and student international travel including but not limited to trip contracts, requisitions, and Procard applications.
Assist with Procard reconciliation for trip leaders
Produce a trip participant roster and track passports, visas, and other required documents.
Apply for and pick up visas for trip participants.
Coordinate trip travel logistics with external travel agents.
Secure international trip insurance for all travelers

Administrative Support for Library Dean
Schedule meetings and assist with meeting logistics, including taking minutes as necessary
Make travel arrangements to include transportation and hotel reservations, prepare travel advances and claim forms.
Assist Dean with gathering documents, data, and other information as specified.
Monitor library budget data, check expenditures for accuracy, and research/resolve problems.
Track reoccurring purchases and services.
Perform credit card reconciliation for self and Dean.

Academic Senate Support
Attend Executive Committee and General Academic Senate meetings and take notes to assist Senate Secretary in preparation of minutes;
Collect & distribute Academic Integrity Committee (AIC) case documentation
Schedule AIC hearings; Prepare & distribute AIC decision memos
Update Academic Senate webpages including posting of approved minutes

These entry qualifications would normally be obtained through a high school program or GED combined with 3-4 years of related office work experience.

Incumbent must possess thorough knowledge of:
Office systems, methods, standard procedures and practices.
English grammar, punctuation, and spelling.
Fluency in using standard office equipment (computers, copiers, phones) and standard office software packages such as, Microsoft Office (Word, Excel, and Outlook) and ability to use a broad range of technology systems and software.

Incumbent must have working knowledge of:
Budget policies and procedures.
Records retention practices and policies.
Knowledge of business mathematics beyond basic arithmetic.

Skills required include:
Active problem solving and effective interpersonal skills.
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
Demonstrated competence in effectively presenting standard information in writing.
Typing and keyboarding skills.

Must have the ability to:
Independently handle multiple work unit priorities and projects
Effectively handle a broad range of diverse interpersonal contacts, including those at a high level and those sensitive in nature.
Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Draft, compose and appropriately format correspondence and reports.
Use and quickly learn standard office equipment, a broad range of technology systems and standard computer software packages, such as Microsoft Word, Excel, and Outlook.
Clearly communicate orally and in writing.
Learn, independently interpret, and apply a wide variety of complex policies and procedures, where specific guidelines may not exist.
Apply independent judgment, discretion, and initiative to address problems, participate in developing practical, thorough and, at times, creative solutions.
Respond to routine inquiries and explain standard policies and procedures to others.
Organize and direct workflow for the smooth and effective operation of the work unit.
Compile and assemble reports, using judgment and discretion in selecting and analyzing information for inclusion, and effectively present the information.

Bachelor's degree preferred.
Knowledge of University infrastructure, policies and procedures.
Experience using PeopleSoft
Ability to troubleshoot technology problems using knowledge of error messages and of operating systems.

PHYSICAL, MENTAL and ENVIRONMENTAL CONDITIONS: Involves mainly sitting; walking and standing is minimal; involves lifting lightweight objects limited to 15 pounds.

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

DESIGNATED POSITION: This position is a “designated position” in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

ELIGIBILITY TO WORK: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with a Disability

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