Administrative Support Coordinator II

Job Description:

Administrative Support Coordinator II

Description

• • Position Summary
  • Full-time position available on or after September 1, 2025 in the School of the Arts.
    
    Under general direction, the Administrative Support Coordinator II is central to managing administrative and financial tasks within the School of Arts. This role involves overseeing budgets, organizing events, providing guidance to support staff, and ensuring adherence to financial protocols. The incumbent will serve as a vital link between the School of Arts and the Dean's Office, enhancing the effectiveness and smooth functioning of administrative processes.
  • Job Duties
  • Duties include but are not limited to:
    • Coordinate financial tracking across multiple fund types (e.g., general, course fees, IRA, UEE, grants, Foundation), ensuring expenditures align with budget allocations and applicable CSU/campus policies.
    • Monitor grant funding conditions, including matching requirements and usage restrictions.
    • Compile and maintain grant and auxiliary fund data, including award logs and match requirements.
    • Audit and reconcile financial documentation for events, payroll, and facility use.
    • Conduct reconciliations for student payroll, pro-card activity, Concur travel/expense reports, ShowTix and CashNet deposits, and chargeback services.
    • Support internal cost recovery through chargeback billing and documentation.
    • Review reimbursement and contract submissions for accuracy and completeness; ensure timely and accurate processing.
    • Maintain compliance records for internal controls and assist with external audits and reporting requirements.
    • Prepare and maintain monthly budget, income, and expense reports, including event and equipment maintenance budgets.
    • Support valuation of insured assets through basic depreciation calculations.
    • Provide data and projections to support mid-year and year-end financial reviews and other reporting needs.
    • Facilitate regular meetings with SOA Chairs, Gallery Director, and staff; consult with faculty on budget allocations and spending.
    • Collaborate with the key stakeholders to resolve financial questions and ensure smooth document flow.
    • Serve as a resource for faculty, staff, and the public regarding financial procedures and university policies.
    • Assist in onboarding and training new SOA staff.
    • Review and process financial forms and transactions (e.g., requisitions, direct pays, lecturer pay, reimbursements) to ensure policy compliance and timely submission.
    • Coordinate contracts, agreements, and supporting documents for events, guest speakers, consultants, and inter-campus artists.
    • Manage internal billing and verify monthly chargebacks for facilities or tech services.
    • Maintain organized electronic and hard copy financial records; assist with annual file archiving.
    • Provide interim administrative support when departments are short-staffed.
    • Provide ongoing budget oversight for the Art, Music, and Theatre programs; identify and report discrepancies or issues.
    • Advise chairs, faculty, and staff on appropriate fund usage and budget planning.
    • Support academic operations, including equipment maintenance planning, insurance reporting, and grant-related financial tracking.
    • Assist with preparation of accreditation financial data and respond to data requests related to academic and grant reporting.
    • Monitor billing and deposits for events hosted in SOA venues.
    • 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
  • • Bachelor's degree in Business Administration, Public Administration, or related field.
    • Minimum of 2 years of experience in coordinating administrative functions in a large academic or administrative office setting.
    • Demonstrated experience in managing budgets and conducting financial analysis.
    • Experience in higher education administration or academic program support is preferred.
    • Experience managing large-scale, complex projects with broad impact, including project planning, execution, and evaluation.
    • Experience in supervising and providing lead work direction to support staff, including training, guidance, and performance management.
    • Familiarity with budgeting processes, payroll administration, and cash handling procedures.
    • Proficiency in specialized software such as PicWeb, CMS, CFS, Data-warehouse, and Concur.
  • Knowledge, Skills, Abilities
  • • Experience to be fully functional in all technical aspects of work assignments.
    • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
    • Thorough mastery of English grammar, punctuation, and spelling.
    • Thorough knowledge of office systems and expertise in using office software packages, technology and systems. May function as the office information technology specialist. Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
    • Ability to independently handle multiple work unit priorities and projects.
    • Ability to interpret and apply a wide variety of policies and procedures independently, and use judgment and discretion to act when precedents or specific guidelines do not exist.
    • Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
    • Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
    • Ability to analyze operations and procedural problems and develop, recommend, and evaluate proposed solutions.
    • Working knowledge of budget policies and procedures.
    • Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference.
    • Ability to effectively write and present own reports.
    • Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
    • Ability to use negotiation and persuasion skills to achieve results and expedite projects.
    • 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 $4,058 - $4,653 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator II range: $4,058 - $6,653 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
  • July 29, 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 15 2025 Pacific Daylight Time
Applications close: Jul 29 2025 Pacific Daylight Time