Administrative Support Coordinator, University Library

California State University - San Marcos, CA4.3

Full-timeEstimated: $39,000 - $53,000 a year
San Marcos
Job ID: 2019-1511

Job Title:
Administrative Support Coordinator, University Library

Appointment Type:

Time Base:

Date Posted:April 16, 2019 Closing Date:
Open until filled

Benefits Link:
CSUEU (Unit 2, 5, 7, 9)

Link to Apply Online:

Campus Employment Homepage:

Under the general supervision of the Associate Dean, the Administrative Support Coordinator provides administrative support in the Dean’s office and the Library for time and labor reporting, human resources processes, and library facility processes and projects.

% of Time
1. Time and Labor Reporting 20%
2. Human Resources Processes 35%
3. Library Facility Processes and Projects 30%
4. Backup Administrative Support 10%
5. Participate in Library Committees and Taskforces 5%

1. Time and Labor Reporting
  • Receive & record ‘Request for Time Off’ forms and absence emails from supervisors.
  • Send monthly email reminder of absence report due dates.
  • At month’s end (per Payroll’s Schedule) review electronic absence submittals to ensure accuracy / then coordinate with MPP to approve absences. Remind staff to view for current accrual balances.
  • Serve as liaison with staff and Payroll Services.
  • Attend workshops that provide updates in Absence Management and share information with library employees.
  • Track staff and faculty medical leave paperwork and update PeopleSoft as needed.
  • Update Atlassian (l-space) with policy and procedure changes.
  • Send monthly email reminder of timesheet due dates.
  • Gather and ensure accuracy of student timesheets.
  • Serve as liaison with students, student supervisors, and Payroll Services.
  • Obtain MPP signature on ePAN, make copies of signed ePAN for Dean’s office and unit supervisor, deliver signed ePAN to Human Resources/Financial Aid.
  • Attend workshops that provide updates in Absence Management and share information with library lead workers.
  • Update Atlassian (l-space) with policy and procedure changes.
2. Human Resources Processes
  • Perform new staff and faculty onboarding and offboarding.
  • Fill out staff and student ePANs and EAFs.
  • Process staff and faculty ESPs.
  • Liaise with the Office of Financial Aid to determine student eligibility for financial aid; obtain and share Federal Work Study (FWS) rosters with Student Assistant Supervisors each semester.
  • Relay information related to student assistant compensation and employment to Student Assistant Supervisors.
  • Enter budget information for human resources transactions.
  • Liaise with Human Resources to acquire information needed for personnel transactions and employee onboarding.
  • Provide recruitment coordination for new faculty hires with Academic Affairs, including liaising with the Dean and recruitment committee, position posting, and conducting background checks.
  • Liaise with IITS to create resource mailboxes for faculty recruitments.
  • Update Atlassian (l-space) with policy and procedure changes.
3. Library Facility Processes and Projects
  • Assist with new and innovative ways to solve Library building issues and report issues to the appropriate personnel.
  • Assist in planning and executing special facility projects with appropriate campus partners (e.g., Facilities, PDC, Telephone Services, IITS, Safety Risk and Sustainability, UPD).
  • Coordinate moves and projects between PDC and Library staff/faculty to ensure smooth project implementation.
  • Assist Associate Dean with long and short term facility project management.
  • Engage in organizational planning and development activities with broad impact.
  • Announce Facilities and PDC projects and building-specific planned work to Library and Kellogg building personnel.
  • Update Atlassian (l-space) with policy and procedure changes.
4. Provide Backup Administrative Support in the Dean’s Office
  • Work with CSUSM Distribution Services for questions regarding mail and packages delivered to the library.
  • Provide administrative backup (to student) for twice a day mail service: mornings deliver outgoing mail from 4th to 1st floor; afternoons pick up, sort and distribute mail from 1st to 4th floor Mail Room.
  • Provide administrative backup for initiating original Facility issue requests through AIM (electronic reporting system) to Facilities for repairs, maintenance and work orders on a daily basis; communicate with Facilities to resolve issues.
  • Maintain library bulletin boards posting current articles, workshop offerings & photographs of library special events as needed.
  • Provide administrative backup for travel processes and procedures.
  • Provide administrative backup support for updating and maintaining Administrative and Library listservs.
  • Provide administrative backup support for maintaining and updating Library organizational charts.
  • Provide administrative backup support in making travel arrangements for the Dean
  • Provide administrative backup support for faculty Recruitment, Tenure, and Promotion process.
  • Provide administrative backup support tracking for student assistant budget information.
  • Provide administrative backup support for processing Academic Transaction Forms (ATFs).
  • Provide administrative backup support for entering timesheet data on Excel pivot spreadsheet and file reports for department budget purposes.
  • Provide administrative backup support in processing required paperwork and set up of special library events.
  • Provide administrative backup support answering reception desk telephone, taking messages, forwarding & transferring calls.
  • Provide administrative backup support in greeting guests, employees and other campus personnel and directing them to the appropriate location.
  • Advertise for and interview student assistants for the office. Supervise student on a daily basis.
  • Deliver and pick up documents to/from various departments on campus.
5. Participate in Library Committees and Taskforces
  • Participate on Library committees, task forces, and working groups dedicated to moving the Library forward with its strategic directions and related initiatives.


1. List education and experience required
  • Four years of progressively responsible administrative/office experience with knowledge of office methods, procedures and practices; or an equivalent combination of education and experience.
2. List knowledge, skills, and abilities required for this position.
  • Knowledge of or ability to learn university procedures for responsibilities listed above
  • Knowledge of Microsoft Office Suite with expertise in Microsoft Word and Excel. Proven ability to work independently with minimal supervision
  • Demonstrated ability to take initiative
  • Demonstrated ability to exercise judgment and discretion to accomplish a broad range of administrative and customer service functions.
  • Demonstrated ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
  • Demonstrated ability to plan, organize, coordinate, prioritize and perform multiple work assignments while consistently meeting deadlines.
  • Experience coordinating logistics for programs and/or special events.
  • Strong organizational and skills including development of courses of action
  • Effective problem-solving skills
  • Must possess excellent written and verbal communication skills and the ability to write and proofread copy and reports. Thorough knowledge of English grammar, spelling and punctuation.
  • Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
  • Experience using standard software packages such as MS Office to assure effective communication and successful implementation of programs
  • Experience using PeopleSoft desirable
  • Requires excellent interpersonal and customer service skills and ability to develop and maintain effective working relationships with individuals who have different work styles
  • Demonstrated to use business mathematics and basic statistical techniques
  • Demonstrated ability to identify errors and discrepancies, research, and rectify problems
  • Demonstrated ability to coordinate and schedule meetings, conferences, seminars, events and travel arrangements.
  • Thorough knowledge of English grammar, spelling and punctuation
  • Demonstrated ability to respond to routine inquiries and disseminate information
  • Demonstrated ability to work effectively individually and as a member of a work team
3. List machines, tools, equipment, and motor vehicles used in the performance of the duties
a. Standard office and communications equipment

4. Other Employment Requirements
a. 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 Revised July 21, 2017 as a condition of employment.
Limited Reporter
b. Must participate in required campus trainings including, but not limited to, Information Security Awareness Training and Sexual Violence Awareness and Prevention “EDU: Eliminate Campus Sexual Misconduct”.
c. This position is required to complete Sexual Harassment training.