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Administrative Office Coordinator (Administrative Support Coordinator I)

Apply Now Job no: 505010
Work type: Staff
Location: San Diego
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Position Summary

The Library’s administration is responsible for administering the policies and procedures of the University and the CSU as they affect library operations, and establishing local policies that enable the Library to provide the highest quality services possible to its users.  It is the principal office of the Library, housing the dean and other administrators.  In addition, staff members in this office provide various types of support to library management: clerical, development, fiscal, human resources, communication and facilities.  The Library’s budget is approximately $11 million and employs 80 faculty and staff as well as approximately 100 student assistants.

The Administrative Office is currently comprised of five managers: the Dean, Associate Dean, Acting Assistant Dean, Director of Library Information Technology and Digital Initiatives and the Director of Fiscal Operations and Human Resources.  Support staff includes 4 administrative analyst/specialists, 2 public affairs and communication specialists, 2 administrative support coordinators, and student assistant support.

The Administrative Office Coordinator is responsible for making sure the reception area is covered during normal business hours, either by his/her own coverage, coordinating with other staff, or ensuring adequate student assistant coverage.  The primary functions of the reception area are: ensuring that visitors and phone calls are handled effectively, scheduling library meeting rooms, checking out keys needed by library staff, ordering all supplies for the administrative office, and ensuring that administrative office staff have general clerical support.

The person in this position is responsible for the coordination of travel for library faculty and staff including the defensive driving program.

The Coordinator provides administrative support to the Library Admin lead for human resources and financial transactions/processes.  The position also provides support to an Administrative Analyst Specialist in the areas of procurement, student assistant payroll and financial operations.

The Administrative Office Coordinator also serves as the back up for the dean/associate dean’s assistant, providing support when the deans’ assistant is absent or during peak times of activity.  The position participates in the coordination of on and off campus events, receptions, gatherings and hosted activities including dean sponsored, donor or other high profile library events.

For more information regarding Academic Affairs, click here.

This is a full time (1.0 time-base) benefits eligible, permanent (probationary) position. This position is designated non-exempt under FLSA and is eligible for overtime compensation. Standard SDSU work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs.

Education and Experience

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Qualifications

  • The ability to read and write in Spanish
  • Experience in administrative support for executive level managers
  • Experience in an academic setting
  • Event coordination

Specialized Skills

  • A minimum of one year of professional experience with Microsoft Office applications, especially Word, Excel and PowerPoint
  • A minimum of one year of professional experience with Google Products, especially Mail, Docs.
  • Experience with a scheduling software program
  • Experience working in an environment where a high degree of confidentiality is required
  • Experience providing and modeling excellent customer service
  • Attention to detail

Compensation and Benefits

Starting salary upon appointment is not expected to exceed $3,156 per month. CSU Classification Salary Range: $3,064 - $5,148 per month. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources.

San Diego State University offers a rich benefits package that constitutes a major portion of total compensation. For more information regarding SDSU benefits, please click here.

Supplemental Information

Initial review of the required application materials, including cover letters and resumes, will begin on September 30, 2021. To receive full consideration, apply by September 29, 2021. The position will remain open until filled.

In accordance with the California State University systemwide policy, students, faculty, and staff must be fully vaccinated against COVID-19 or provide a valid medical or religious exemption in order to access campus.  An individual is considered fully vaccinated two weeks after their second dose of a two-shot vaccine or two weeks after the first dose of a single-shot vaccine. 

The individual hired into this role will be required to submit their completed vaccination documentation to the university’s secure online health portal prior to beginning work.  Individuals with an approved medical or religious exemption on file with the university will be required to participate in SDSU’s COVID-19 testing program.

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 as a condition of employment. 

San Diego State University is not a sponsoring agency for staff or management positions (e.g., H-1B visa). Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of the Immigration Reform and Control Act. 

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 apply for the position.

SDSU is a smoke-free campus. For more information, please click here.

SDSU is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.

Applicants with disabilities and applicants who require assistance completing an application may contact Employment Services at employ@sdsu.edu.

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