Office Coordinator (MB2019-CB2491 )

California State University - Monterey Bay, CA4.3

Office Coordinator
(Administrative Support Coordinator II)


Apply Today! Open until filled. Application Screening Begins: February 3, 2019

Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB’s sustainability initiative is to be carbon neutral.

Under the general supervision of the Senior Director of Health and Wellness Services (HWS), the Office Coordinator is responsible for performing a full range of clerical, secretarial, and general office support functions that are varied and complex and is responsible for coordinating the clerical and administrative support functions in support of the Personal Growth and Counseling Center (PGCC) and HWS. The Office Coordinator ensures the consistent, smooth day-to-day operations of the PGCC in addition to contributing to projects and service improvements involving other departments and programs within HWS, the campus community, and/or off-campus entities. The position also serves as the assistant to the Senior Director of HWS, a cluster of departments within Student Affairs that includes the PGCC, the Campus Health Center (CHC), and Student Disability Resources (SDR).

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. Accountable for all administrative support functions for the counselor faculty, psychiatrist, interns/trainees, and health education staff necessary to meet the HWS & PGCC’s day-to-day operating needs. Oversees PGCC confidential appointment scheduling and calendars and coordinates PGCC conference and meeting arrangements.

2. Provides administrative support for the Senior Director of HWS: screens and prioritizes phone calls, mail, and email; responds to inquiries from the public, students, staff, and faculty; maintains or compiles information from office files or other sources for administrator’s use; handles complex issues in absence of Senior Director; informs and advises Senior Director on situations having an impact on HWS.

3. Establishes, maintains, and evaluates customer service via phone, email, in person, and website. Clarifies requests and works with students, faculty, and staff to ascertain and respond effectively to their needs. Identifies and solves complex problems involving mental health issues with individual students and throughout campus.

4. Accurately maintains, in a timely manner, the PGCC and HWS budgets in accordance with University procedures: tracks annual and monthly operating and personnel expenses, prepares reports for a variety of audiences, tracks and reconciles all financial transactions in multiple funds for Senior Director of HWS. Oversees processing of all invoices, time and pay records, campus work orders, and travel requisitions. Oversees and purchases office supplies, office equipment, and assistive technology.

5. Assembles, establishes, and maintains confidential records and information systems such as student files, reports, logs, and a wide range of PGCC/HWS office policies and procedures.

6. Assists with the management of special consultants, temporary help, interns/trainees, student assistants, and volunteers.

7. Drafts summary notes, minutes, or correspondence. Follows up on action items. Supports development and implementation of PGCC contracts and grants.

8. Develops specialized policies, systems, and procedures for effective, efficient, and innovative service delivery consistent with professional standards.

Other Functions:
Performs other job-related duties and special projects as assigned.

Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.

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. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. 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.

Exceptional customer service skills. Experience tracking and monitoring budgets, revenue, and expenditures. Possession of excellent oral and written communication skills. Strong commitment to serving students from diverse backgrounds as well as promoting student independence, responsibility, and wellness.

Technical fluency with Microsoft Office Professional Suite, Oracle/PeopleSoft, CSU Common Management System, Titanium and Google mail and calendaring programs. General knowledge of: the California Education Code, the State and Federal regulations regarding mental health issues and policies, Sections 504 and 508 of the Rehabilitation Act, the Americans with Disabilities Act, HIPAA and FERPA.

All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

This position is designated as a sensitive position with access to, or control over, cash, checks, credit cards, and/or credit card account information; responsibility or access/possession of building master or sub-master keys for building access; and access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.

This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.

May require occasional evenings and/or weekend work.

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

Anticipated hiring salary in the low $4,000 per month. For salary range info see: CSU Salary Schedule. CSUMB offers an attractive employee benefits package, CSU Benefits R07. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.

Week of February 11 Zoom Interviews

Week of February 25 On-Campus Interview

For full consideration, submit the required documents by the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.