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:

DUTIES & RESPONSIBILITIES:

Coordinate Administrative Activities for Department

• Serve as the first point of contact by greeting and assisting students, faculty, staff, and community members.
• Perform general office functions such as answer phones and convey messages, screen, and distribute mail, take and transcribe meeting minutes, coordinate travel arrangements and process travel forms for department personnel, etc.
• Provide support to students, department chair in Biology, and faculty in the department of Biology.
• Create, maintain, process, and complete forms, letters, procedures and reports, and review for completeness and accuracy, including preparing forms and signature authorities for changeover in department chairs when needed and processing and assisting with Campus Separation Forms.
• Assist new faculty and staff with campus forms for computer access, emails, ID cards, Business cards, and coordinate office space.
• Maintain confidential office files digitally, including faculty, staff and student hiring information using university system
• resources like BOX and AdobeSign.
• Process departmental personnel transactions including faculty, staff and student hiring, separations, and timekeeping using university systems like PeopleSoft and AdobeSign. 
• Schedule meetings using Microsoft Outlook and assist in other event arrangements using university systems like 25Live.
• Provide web site support for the department as needed.
• Ensure a safe work environment by supporting university safety protocols.
• Monitor inventory and procure supplies, equipment, and materials as needed. Research and provide quotes for large department purchases including IT purchases. Submit IT forms for approval of new software.
• Assist in faculty searches including preparing forms for approval, maintaining, and accepting applicant files, logging paperwork and correspondence between applicants, scheduling on campus interviews and coordinating travel and travel documents for on campus visits.
• Assist graduate program director with downloading and processing graduate student applications through OnBase.
• Maintain graduate student files throughout program. Update graduate student group codes, assign student standing, update evaluators with student concentration outlines, schedule student thesis presentations, and process graduate student forms.
• Coordinate logistics, schedule, and provide administrative support for department meetings and events. 
• Run a variety of standard queries using Campus information systems (PeopleSoft, runner connect etc.) as needed for department statistics and information.
• Train student assistants on department protocols and procedures. Post student assistant positions on Handshake and monitor applicants.
• Enter and request facilities requests for disposal of liquidated assets, coordinate painting and room updates, and other facilities requests as needed.
• Schedule and assign part-time faculty and teaching associates to offices for required office hours.
• Maintain department bulletin boards and organizational charts.

Department Budget Support

• Assist with coordinating, tracking, and monitoring budgets, including gifts, donations, and special initiatives. Assist with monitoring, projecting, and reconciling fiscal accounts, including those of new faculty (startups).
• Determine appropriate funding sources.
• Prepare and process all faculty and part-time faculty, student assistants, teaching associates, and instructional student assistants hire paperwork.
• Oversee departmental payroll processes including processing faculty, staff, and student assistant and work study employment and payroll.
• Approve student time in Peoplesoft monthly upon supervisor approval.
• Prepare billing requests and track purchases and revenue.
• Maintain monthly budget reports and all funds’ pages. Prepare monthly Procurement Card reports for department.
• Meet quarterly with college budget analyst and Dean on budget progress.
• Process budget and accounting related forms including billing request, requisitions, travel forms, direct pays, special consultant pays, and charge requests.
• Process and maintain annual blanket Purchase Orders (POs) for required department maintenance and certifications.
• Coordinate shared POs with other departments and schools.
• Assist with research purchases for faculty using other stateside funds.
• Assist with reviewing faculty MOUs for accuracy.

Course Scheduling Support

• Provide support with entering course schedules and faculty workloads in PeopleSoft once the schedule is built by department leadership and passed for building into PeopleSoft.
• Schedule student teaching associates for open biology labs.
• Enter independent study courses and process required paperwork.
• Maintain and update department faculty workload grid.
• Audit for course meeting times, units, and locations.
• Investigate and research students’ academic records through the Post Enrollment requisite Check (PERC); ensuring students are eligible for scheduled courses; Assist faculty with PERC implementation.
• Maintain schedule for department responsible lab rooms for class scheduling.
• Schedule computer labs for course meetings as requested through 25live.
• Process, schedule, and maintain all required documents for course field trips.
• Assist faculty with classroom and materials requests.
• Prepare and process New Course/Change forms for new courses and/or changes to existing courses.

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.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• 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 perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Ability to 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.
• Proficiency in bookkeeping practices and an ability to maintain and reconcile accounts and budgets in accordance to prescribed procedures.
• Working knowledge of or ability to quickly learn campus software and applications, including MS Word and Excel for correspondence and budget tracking; Outlook for email; CMS for budget reconciliation; MyCSUB for absence management, class scheduling, and faculty workload; 25Live for event scheduling; AdobeSign for paperwork flow and archiving; and Cascade for webpage creation and maintenance.
• 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.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs.  May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience with social media and/or website maintenance.
• Prior experience with academic program accreditation.
• 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.