Administrative Support Coordinator

Job No: 542545; 09/03/2024

Administrative Support Coordinator
Administrative Support Coordinator I
Department of Public Safety

Salary Range:$3,864 - $6,072/Monthly (Budgeted Hiring Salary Range: $3,864/Monthly)

Work Schedule:Full-Time, Monday - Friday, 8:00 a.m. to 5:00 p.m.; non-exempt classification.

Essential Functions:Under the general supervision of the Associate Director of Public Safety Transparency and Compliance, the incumbent is responsible to assist the Records Office Supervisor and Budget Office with multiple functions including coordinating student professionals on-boarding process, maintaining records of student positions filled within the various Public Safety areas and ensuring required paperwork is completed. The incumbent will track all Public Safety work requests/special events and/or events deemed as charge backs. Incumbent will be responsible for creating and maintaining travel claims/reports; completing monthly live scan billing; assisting with the tracking and assigning of overtime, ensuring time is entered in accordance with department policy and various collective bargaining agreements, and calculating and entering shift differential hours, as necessary. The incumbent will also be responsible to ensure record keeping systems are maintained in accordance with legal requirements and departmental policy, work with employees to correct deficiencies and compile, analyze and maintain a variety of reports. Incumbent will also process, sort, file, copy and distribute required attendance, budget records, or other materials to appropriate personnel; enter, update, and retrieve information relating to overtime, staff attendance, travel claims, etc.; prepare and maintain accurate logs; relay data from records or other information as requested. performs a variety of special assignments; collect and provide data acquired from various department data systems. Prepare and gather data in response to Public Records Requests and other request; prepare necessary reports. responds to public inquiries. Assignments require problem identification and solving skills, the ability to be self-managed and motivated. Incumbent will use a cart to deliver food during special deployment, pickup and deliver; mail, cash deposits, checks and other administrative errands.

Required Qualifications & Experience:Three years of general office experience in a professional environment with the demonstrated capability to interact with all levels of personnel. Incumbent must have thorough knowledge of English grammar, and punctuation; office systems and equipment; and Windows applications, including proficiency in using Word, Excel, Adobe, SharePoint, and Outlook. Working knowledge of budget policies and procedures. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to: learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organization unit, and/or administrative specialty; make independent decision and exercise sound judgement; compile, write and present reports related to program or administrative specialty; establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit; administer exceptional customer service and work efficiently, independently and in a team environment; coordinate and prioritize multiple task and meet deadlines; be proficient in data handling with high level of quantitative reasoning skills; communicate effectively both orally and in writing. Assignments require problem identification and solving skills and the ability to be self-managed and motivated and maintain regular attendance. Must possess a valid California Driver's license. 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 CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Desired Qualifications:Bachelor's degree. Adapt to changing technologies and learn functionality of new equipment and systems. Ability to interface and communicate effectively with diverse community. Ability to work independently and make reasonable decisions with limited supervision.

Closing Date:Review of applications will begin on 9/17/2024 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.

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