Office Coordinator

Job No : 533141; 10 / 25 / 2023 Revised

OFFICE COORDINATOR

Administrative Support Coordinator I

Admissions and Recruitment

Salary Range : $3505 - $5508 / Monthly (Budgeted salary $3505 - $4006 / Monthly)

Work Schedule : Full-Time, Monday-Friday, 8 : 00 . to 5 : 00 .; non-exempt classification. Occasional evening, or weekend, work may be required.

Essential Functions : Reporting to the Associate Director of Admissions and Recruitment, the incumbent oversees the day-to-day operations of the Office of Admissions and Recruitment and will provide confidential administrative services for the Associate Directors and the professional staff.

• The incumbent will : maintain prospective student and recruitment databases; prepare memos, reports, and correspondence;
• schedule meetings and associated catering, room rentals, etc.,; maintain Outlook calendars (including recruitment events);
• attend meetings and take minutes;; complete travel and purchasing requests; maintain program budgets; coordinate student employment and payroll;

oversee the training, scheduling and supervision of student assistant staff to ensure office operations are met; and serve as the front line staff for inquiries regarding university admissions, recruitment, and other department programs / activities.

The incumbent is required to independently analyze difficult student issues and apply the knowledge of departmental and University administrative policies and procedures for daily problem solving.

The incumbent will supervise office student assistant staff including the Communications Center student staff. All duties must be completed in compliance with federal state, CSU, University, Division, and Department established administrative policies and procedures.

Required Qualifications & Experience : Equivalent to three years of general office experience, which included providing ongoing work coordination and / or lead responsibilities with notable accountability for the work results of support staff or unit administrative function.

Must have thorough knowledge of office systems and ability to use a broader range of technology, systems and packages such as;

copy machine, voice mail, printer, computers, MS Office, Excel, Access, PowerPoint, Outlook, internet browsers and various database platforms.

Working knowledge of budget policies and procedures. Fundamental writing and presentation skills to effectively communicate standard information.

• Must be able to respond to routine inquiries and explain standard policies and procedures to others. Ability to : understand standard office procedures;
• operate office equipment and computer applications; perform basic arithmetic calculations; independently handle multiple work unit priorities and projects to ensure that responsibilities are completed in a timely manner;

perform projections; to draft and compose correspondence and standard reports; and effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

The incumbent must have a demonstrated interest and / or ability in working in a multicultural / multiethnic environment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU.

Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.

As of January 1, 2022 the prohibits the hiring of employees to perform CSU-related work outside the state of California.

Desired Qualifications : A quick study, multi-task oriented, ability to work well under pressure, and consistently demonstrate attitudes and behaviors in keeping with good customer service, professionalism, student-centered philosophy, and teamwork.

Familiarity with CMS PeopleSoft, online record systems, and databases.

Closing Date : Review of applications will begin on November 8, 2023, and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received.

A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

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.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual.

To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and / or interest in working in a multicultural / multiethnic environment. Certain positions require fingerprinting.

The University actively encourages qualified minorities, women and persons with a disability to apply. Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship.

We are an Equal Opportunity / Title IX Employer.

To obtain employment information for the impaired call :

TDD Line (323) 343-3670

24-hour Dial-A-Job Line (323) 343-3678