Job Summary
The Administrative Coordinator provides administrative and operational support for the Strawberry Center and serves as a primary resource for coordinating day-to-day office activities. Reporting to the Program Administrator, the incumbent supports Center staff through the coordination of scheduling, travel, purchasing, procurement card reconciliation, reimbursements, event logistics, onboarding activities, records management, and other administrative functions. The position plays a key role in ensuring efficient office operations, maintaining accurate records, coordinating administrative processes, and supporting Center events and activities.
The successful candidate will establish and maintain effective working relationships with Center staff, students, faculty, industry partners, and university personnel while managing multiple priorities in a fast-paced environment. The Administrative Coordinator exercises discretion in handling confidential information and provides responsive, customer-focused administrative support to advance the mission and goals of the Strawberry Center.
This position requires full-time, in-person work at the designated office location.
Apply to this position on our website: https://calpolycorporation.wd12.myworkdayjobs.com/en-US/CalPolyPartner_External_Careers/job/Main-Campus/Administrative-Coordinator_JR100085
Duties and Responsibilities:
- Provide administrative support to Center leadership and staff.
- Coordinate calendars, meetings, appointments, conference room reservations, and related scheduling activities.
- Arrange travel, lodging, transportation, and related logistics for staff, guests, and visitors.
- Prepare and process travel requests, reimbursements, purchasing documents, deposits, invoices, and payment requests in accordance with university policies and procedures.
- Process procurement card transactions and monthly procurement card reconciliations, including collection, organization, and retention of receipts and supporting documentation in accordance with university policies and procedures.
- Perform data entry and maintain accurate financial records related to procurement card activity, operational expenditures, grants, contracts, and gift accounts.
- Assist with coding and documentation of expenditures to appropriate funding sources as directed by the Program Administrator.
- Maintain organized electronic and physical financial records to support audits, reconciliations, and recordkeeping requirements.
- Assist with maintaining supporting documentation and records for grant, contract, gift, and operational accounts.
- Coordinate with Center staff to obtain missing receipts, supporting documentation, and transaction information necessary for timely account reconciliation.
- Collect, review, and route timesheets and other personnel-related documentation.
- Coordinate onboarding logistics and maintain personnel and training records.
- Maintain electronic and physical filing systems, records, and administrative databases.
- Assist with tracking administrative deadlines and maintaining supporting documentation for grants, contracts, gifts, and Center activities.
- Prepare routine correspondence, reports, spreadsheets, forms, and other administrative documents.
- Order and maintain office supplies, equipment, and administrative inventories.
- Coordinate meeting logistics, including agendas, materials, room reservations, catering, meeting minutes, action item tracking, and follow-up documentation.
- Coordinate event logistics for workshops, conferences, seminars, field days, career fairs, and other Center events.
- Support daily office operations by coordinating mail and package distribution, maintaining office organization, managing common administrative resources, and ensuring the Center maintains a professional and welcoming environment for visitors and stakeholders.
- Maintain stakeholder contact lists and administrative databases.
- Support implementation of established office procedures and administrative systems.
- Perform routine office functions including copying, scanning, filing, mail distribution, and records management.
- Provide excellent customer service and serve as a point of contact for administrative inquiries.
- Exercise discretion and sound judgment when handling confidential information.
- Perform other administrative duties in support of the Center’s mission and strategic initiatives.
Position Requirements:
- Bachelor’s degree and a minimum of four years of progressively responsible administrative experience; an equivalent combination of education and experience may be considered.
- Excellent organizational, time management, and multitasking skills.
- Experience processing financial transactions, procurement activities, reimbursements, and account reconciliations.
- Proficiency with standard office software applications including word processing, spreadsheets, databases, email, and calendaring systems.
- Experience maintaining electronic and physical records and filing systems.
- Strong written and verbal communication skills.
- Experience coordinating meetings, events, travel, and administrative logistics.
- Ability to establish and maintain cooperative working relationships with a diverse population.
- Ability to prioritize multiple assignments and meet deadlines with frequent interruptions.
- Ability to appropriately handle confidential information and sensitive records.
- Ability to exercise tact, diplomacy, and sound judgment.
- Ability to learn university systems, policies, and procedures.
- Ability to work independently while supporting a collaborative team environment.
- Successful completion of a background 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 CSU Executive Order 1083 as a condition of employment.
Physical Requirements:
- Hearing and speaking to exchange information in person or on the telephone.
- Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator.
- Seeing to read a variety of materials.
- Sitting or standing for extended period of time.
- Physical agility to lift 20 pounds to shoulder height.
- Physical agility to lift, carry, push, or pull objects.
Pay: $32.00 - $35.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
