Associated Students Office and Services Coordinator
California State University, Monterey Bay
March 17, 2018
Classification: Admin Support Coordinator II
Department Name: Stdnt Activities & Ldrshp Dev
Job Number: MB2018-CB2414
Under the general supervision of the Director of Student Activities & Leadership Development with the daily oversight of the Associated Students (AS) Senior Coordinator for Governance & Operations, the Office and Services Coordinator performs and coordinates the clerical and administrative functions for the AS, including providing administrative and budgetary support, coordinating daily operations, services, events and office management for the AS, it’s Finance Board, Programming Board, the Inter-Club Council (ICC) and the Sports Club Council (SCC). The Office and Services Coordinator oversees and may manage AS services such as Box Office, Food Pantry, Toiletry Pantry, Hammock Services, Laptop Kiosk Services, and any others yet to be determined. Is the department lead for Office Procedures Cash Handling Operations, AS services, procedures and protocols.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Provides primary administrative support to the Director of Student Activities and Leadership Development, the Associated Students Senior Coordinator Governance and Operations, and the Coordinator Programming and Communications. Provides office coordination, process management, and financial guidance to the Associated Students Senate, Finance Board and Programming Board. Maintains external and internal community relations, which include positive interactions with students, employees and the general public; responds to and answers questions relating to the department.
Coordinates the day-to-day operations and budget for the Associated Students, the Sports Club Council (SCC) & the Inter-Club Council (ICC). Prepares and processes purchase requisitions, reimbursements, and payment requests. Confirms accuracy of invoices for approval of payment. Provides oversight of the fiscal and budgetary practices of AS and ICC, and the Finance Board. Attend Finance Board Meetings regularly to provide support in facilitating student-centered financial stewardship, mid-year budget reviews, reconciliations and allocations. Training and guidance is on-going, given the turnover in student leadership positions. Maintains a system for tracking operating expenditures against operating budgets for AS, ICC, SCC and the Finance Board. Oversees and balances financial transactions and Payroll costs against budgeted versus actuals in Oracle-PeopleSoft/CMS baseline system. Stays current on trainings, policies, and procedures. Coordinates travel arrangements for the AS, SCC, ICC and professional staff. Processes travel and expense forms for travel requests, registration payments, travel advances, expense claims.
Coordinates, operationalizes, reviews, assesses and updates service projects and systems related to AS Box Office, Food Pantries (2 – Monthly Distribution and Dedicated Stand Alone Site), Toiletry Pantry (Dedicated Stand Alone Site), Hammock Checkout/Rental Services, Laptop Kiosk Services, and the AS Phone App. Writes, edits and operationalizes departmental Office Procedures Manual and an AS Services Manual. Maintains schedules of all department projects. Oversee all AS internal sustainability efforts including paperless office practices, and strategies and provide reports and updates as required by the Director of Student Activities and Leadership Development.
Attends AS Senate Meetings to oversee the recording and amending of minutes for the AS weekly Senate meetings. Provides additional oversight to the preparation and updates to and postings of agendas, supporting documents, and minutes for Senate, Finance, and Internal Affairs meetings. This work is to be done in concert with the AS Senior Coordinator Governance and Operations and in compliance with Gloria Romero Open Meetings Act for Student Body organizations. Prepares and presents reports and presentations for all AS retreats, trainings, and yearly transition functions.
Supports AS Programming and Communications Coordinator in planning events for AS, SCC and ICC. Prepares and processes the required documents for on and off-campus events and excursions, to include program event orders, requisitions, contracts and agreements. Ensures that all contractually-required insurance policies, certificates, and endorsements are in order and up to date/active.
Provides direct supervision to student assistant(s) including coordinating recruitment, hiring, training, scheduling, evaluation and payroll. Maintains student personnel performance and payroll records & transactions for employment and budgetary purposes and maintains a system for payroll and leave reporting for all AS officers. Processes documents and paperwork for stipends for student leaders. Track and Monitor the AS Driving on Business Certification and Renewals Process. Provide Budget and Office Procedures & Services Training staff members and new hires as needed.
Leads the AS implementation and use of Community, the Student Life organizational community development software to improve communication, event planning and promotion, document sharing, and compliance with applicable state laws and university policies. Serves as the lead Custodian of Record for the department’s remote cash handling site operations and online sales operations.
Creates and maintains standard and electronic systems for recording and filing. Exercises discretion and judgment in troubleshooting office technology problems and systems. Responsible for all aspects of property and supply inventory management to support an efficient office operation and event planning, execution and assessment. Responsible for maintenance of office equipment, including computers, copy machines and fax machines.
Serves as the annual CSSA Plenary Host Campus Conference On-Site Coordinator working directly with 23 CSUCSSA Campuses, the AS President, Conference Services, Catering, and Facilities Services as well as off-campus agencies and contacts.
Performs other job-related duties and special projects as assigned.
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. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. 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 entry 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.
Special Conditions of Employment:
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
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. This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive position with:
responsibility for the care, safety and security of people (including children and minors), animals and CSU property
access to, or control over, cash, checks, credit cards, and/or credit card account information
control over campus business processes, either through functional roles or system security access
This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to University Police all reports of Clery Act crimes brought to their attention.
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the university’s liability coverage.
May require travel between campus offices and off-campus locations; and working some evenings and weekends.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
Compensation and Benefits:
Anticipated hiring salary in the mid- to high-$3,000’s/month. For salary range info see: CSU Salary Schedule. CSUMB offers an attractive employee benefits package, CSU Benefits R07. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.
How to Apply:
Week of April 9: Campus Interviews
For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.
All employees must be eligible for employment in the U.S.