Administrative Support Coordinator I (10/12)

Job Description:

Administrative Support Coordinator I (10/12)

Description

• • Position Summary
  • Full-time temporary position available on or after September 15, 2025 and ending on or before September 14, 2026 in Music. Appointment will be made for one year from date of hire with the possibility of reappointment based on budget, department needs, and job performance.
    
    This position is on the 10/12 Pay Plan with the pay periods of June and July off work each year. Benefits and salary are paid over 12 months.
    
    Under general supervision of the Department Chair, the Administrative Support Coordinator provides comprehensive administrative and operational support to the Department of Music. Serving as the central point of contact for students, faculty, staff, and the public, the incumbent coordinates office functions, manages department resources, and ensures the smooth execution of academic, financial, and event-related processes. The incumbent plays a vital part in facilitating communication, supporting academic programs, and advancing the department’s outreach and public engagement efforts.
  • Job Duties
  • Duties include but are not limited to:
    • Coordinates class scheduling in collaboration with the department chair, including data entry into the scheduling system, notification of faculty assignments, and submission of workload reports.
    • Maintains and updates student and curriculum records; processes major, minor, and course-related forms; and assists with enrollment management functions such as lifting holds and verifying student information.
    • Supports faculty and advisors by retrieving student records and reports and ensuring timely access to academic information.
    • Serves as a primary resource to faculty, students, and the public regarding university and departmental policies and procedures.
    • Maintains departmental records and databases, including confidential personnel files, student and alumni records, and general administrative documentation.
    • Provides logistical support for department meetings and day-to-day operations, including the collection and routing of payroll documents.
    • Oversees general office operations including ordering supplies, maintaining equipment, and supporting faculty needs.
    • Coordinates and processes a variety of financial transactions, including travel reimbursements, direct payments, purchase requisitions, ProCard reconciliations, and consultant/guest lecturer payments.
    • Supervises student assistants, providing training, task assignment, and daily oversight.
    • Supports the use of departmental facilities and manages space reservations and usage.
    • Monitors and reconciles department accounts, including general fund, foundation, trust, and course fee accounts, and supports financial planning in consultation with the department chair.
    • Prepares and submits internal reports and external surveys such as the annual HEADS report; tracks resource utilization such as room usage and reservations.
    • Obtains and analyzes student enrollment, academic, and workload data using university systems and tools.
    • Acts as the public face of the department, providing front-line interaction and representing the department in communications with faculty, staff, students, and external partners.
    • Coordinates outreach, publicity, and event-related communications, and assists with recruitment efforts by supporting candidate visits and maintaining application materials.
    • Assists the department chair in resolving academic-related concerns by facilitating communication between students and faculty and ensuring timely processing of academic forms.
    • Other duties as assigned.
  • Minimum Qualifications
  • Education: Completion of a high school program, technical/vocational program, or their equivalents.
    Experience: Several years of related office work experience.
    
  • Preferred Qualifications
  • • Experience in financial management, including budgeting, monitoring accounts, and processing financial transactions.
    • Experience managing event logistics.
    • Experience with report preparation, record maintenance and payroll management.
    • Experience working in a higher education environment.
    • Relevant educational background or certifications in finance, business administration, event management, or related fields.
    • Experience with travel and expense management software (e.g. Concur).
    • Experience with integrated business software (e.g. PeopleSoft).
  • Knowledge, Skills, Abilities
  • • Experience to be fully functional in all technical aspects of work assignments.
    • Ability to understand and operate in a variety of organizational structures.
    • Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
    • Thorough knowledge of English grammar, punctuation, and spelling. Ability to clearly communicate orally and in writing.
    • Ability to use and quickly learn new office support technology systems and software packages.
    • 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.
    • A background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires) must be completed satisfactorily before any candidate can begin employment with the CSU.
  • Physical Requirements
  • The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Salary Range
  • Anticipated salary will be $3,220 - $3,806 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator I (10/12) range: $3,220 - $5,060 per month)
  • Compensation & Benefits
  • Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary
    
    
  • How to Apply
  • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.
    
    Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.
    
  • Application Deadline
  • August 13, 2025
    
    
  • Criminal Background Clearance Notice
  • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) 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.
    
    
  • Additional Information
  • Campus & Area
    California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.
    
    Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.
    
    Clery Act Disclosure
    
    Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.
    
    Equal Employment Opportunity
    
    The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply. 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 7/21/17, as a condition of employment.
    
    Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form .
    
    CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
    
    The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.
    
  • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.
    
    INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE
    
    

Advertised: Jul 31 2025 Pacific Daylight Time
Applications close: Aug 13 2025 Pacific Daylight Time