Job No. 549605 Administrative Support Coordinator I

CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2026. Any continuation beyond June 30, 2026, is contingent upon satisfactory performance and available funding.

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,864 - $4,300

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,864 - $6,072

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants.

POSITION PURPOSE: The College of Natural Science, Mathematics, and Engineering’s (NSME) administrative support staff play a critical role in supporting the School's and CSUB's mission, vision, and values.

Within the department of Mathematics, the Administrative Support Coordinator I (ASC I), under general supervision of the Dean of the College of Natural Science, Mathematics, and Engineering, and with daily direction from the Department Chair, provides a variety of complex and responsible administrative duties in support of the department and serves as a resource to the department chair, faculty, staff, and students. Duties include often serving as the first point of contact for the department, requiring professional customer service skills, and ensuring that administrative operations of the department run smoothly, working with the Office of the Dean and on- and off-campus constituencies.

DUTIES & RESPONSIBILITIES:

Coordinate Administrative Duties for Department

• Serve as the first point of contact for faculty, students, vendors, public community members, administrative staff, and student assistants for the department.
• Screen visitors to the office and make independent judgments about appropriate referrals when needed.
• Evaluate, and recommend solutions to a broad range of operational and procedural office and administrative problems.
• Oversee inventory and distribution of calculator rentals, returns and collection. Inform accounting of delinquent student accounts.
• Answer phones and convey/screen messages.
• Respond to all correspondence in a timely, professional, and courteous manner.
• Organize and distribute incoming mail and emails.
• Proctor, schedule and coordinate the ALEKS placement exam.
• Schedule meetings using 25Live and Outlook Calendar.
• Take meeting minutes.
• Schedule and oversee use of Math Library/Conference Room.
• Coordinate travel arrangements and process travel forms for department.
• Create, maintain, and complete forms, letters, procedures and reports including expenditure tracking, computer inventory, book list, student data, etc., and review for completeness and accuracy.
• Maintain confidential office files using various University software systems and hard copies.
• Process and prepare departmental personnel transactions including faculty hire forms, MOUs, separation clearance forms, update and maintain equipment checkout list, hospitality justification forms, direct pays, special consultant forms and timekeeping for student assistants.
• Update and maintain equipment checkout list.
• Assist with the coordination of large-scale projects and events including Math Field Day, Mathcounts, End of Year Picnic for math majors, and various social events.
• Provide lead work direction, training, and guidance to student assistants and department ASA.
• Prepare WTU grid, project and report faculty release time.
• Prepare, evaluate, and track student graders/ISA information on a per semester basis.
• Assist during national faculty search including scheduling phone and campus interviews, coordinating travel arrangements and itineraries for candidates, and processing reimbursement forms.
• Ensure a safe work environment by supporting university safety protocols.
• Monitor departmental equipment inventory and procure supplies, equipment, and materials as needed.
• Serve on committees as needed.
• Provide web site support for the department as needed.

Department Budget Support

• Assist, with the planning, coordination, monitoring, and reporting of budgets. Monitor various funds and accounts for the department. Reconcile, and project expenditures, including gifts, donations, and special initiatives.
• Inform management on policy and procedures related to finance, budgets, personnel, and related operational functions.
• Monitor, project, and reconcile fiscal accounts.
• Determine appropriate funding sources.
• Oversee departmental payroll processes including processing student assistant and work study employment and payroll. Train new personnel on how to submit time through MyHR.
• Prepare and track billing requests, direct pay forms, special consultant forms, purchases and revenue.

Scheduling

• Support ASA in entering course schedules and faculty workloads and evaluating data using University software and Excel spreadsheets, Tableau and PERC.
• Audit course meeting times, units, and locations.
• Assist and administer administrative drops. Assist students with Add/Drop forms, or scheduling issues.
• Assist faculty with classroom and supplies requests. Schedule classrooms in 25Live.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE - High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) -

• Regular and reliable attendance is required.
• Working knowledge or ability to learn campus applications such as CMS, MyCSUB, PERC, myHR, 25Live, P2P, Adobe Sign, Canva, and Tableau
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to draft and compose correspondence and standard reports.
• Ability to work under minimal general supervision while setting priorities and completing all work in a timely manner.
• Problem-solving skills for day-to-day and program operations, customer service, communication, and organizational skills.
• Ensure accurate information is communicated and appropriate referrals are made.
• Ability to coordinate a variety of functions and apply judgment, discretion, and initiative in performing a variety of complex support tasks.
• Ability to independently research, analyze, and make recommendations.
• Ability to interpret, communicate and apply policies and procedures consistently, even when specific guidelines may not exist.
• Ability to be precise and detailed in performance of challenging clerical work.
• Working knowledge of or ability to quickly learn and adhere to university infrastructure, policies, and procedures.
• Ability to perform standard business math, track financial data, and make simple projections.
• Proficiency in bookkeeping practices and an ability to maintain and reconcile accounts and budgets in accordance to prescribed procedures.
• Performance of a variety of administrative, technical and analytical duties of limited to moderate complexity and/or day-to-day administration within the department under general supervision.
• Assignments require handling of multiple work priorities and accountability for own work results.
• Ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Ability to plan and coordinate work and/or provide lead work direction, training and assistance to others.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.

PREFERRED QUALIFICATIONS:

• Experience with social media, website maintenance.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK - involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

SPECIAL CONDITIONS

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the CSU Bakersfield provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU Bakersfield complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

The CSU Bakersfield is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At CSU Bakersfield, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Advertised: Jul 17 2025 Pacific Daylight Time
Applications close: Jul 31 2025 Pacific Daylight Time

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• California State University (CSU) Bakersfield

• (661) 654-2266

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