Administrative Support Coordinator
Administrative Support Coordinator 12 Mo
Job #: MB2012-CB1788
California State University, Monterey Bay is distinctive in serving the diverse people of California, especially the working class and historically underserved communities. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service.
CSUMB is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State population.
ESSENTIAL JOB FUNCTIONS:
Under the general supervision of the Director, University Development, the Administrative Support Coordinator provides administrative, technical and clerical support and coordination in the Office of Development, working closely with potential donors, volunteer leaders and allied professionals (attorneys, CPA's, etc.). This position includes working with legal documents, proposals, events and seminars, marketing and mailings, and developing relationships with a wide range of individuals.
- Acts as the administrative support for document preparation, data storage, tracking, cultivation and stewardship of donors, potential donors, volunteers, planned giving professionals and other contacts.
- Establishes and maintains relationships with volunteers. Builds relationships and provides assistance, as directed, to faculty, students, university and Foundation staff, its committees, friends of the university and the general public.
- Maintains database systems and procedures to assure the highest confidentiality of information. Prepares and maintains audit-ready files.
- Assists in the drafting, printing, mail house and other aspects of mailings, including Web-based newsletters, and coordinates with the Advancement Services and University Communication. Assists in the maintenance of the Development and Planned Giving web sites.
- Assists with acknowledgment letters and all other donor oriented correspondence.
- Coordinates and prioritizes work for the Office of Development. Must display initiative in assisting others in the office when the work schedule allows.
- Assists with special events, including maintenance of RSVP lists, and follow-up with Special Events Manager.
- Prepares and distributes interoffice correspondence.
- Coordinates travel including preparing itineraries, assembling proposals/materials for appointments and submitting travel expense claims.
- Takes minutes at volunteer committee meetings. Prepares minutes for circulation that are clear, concise and well written.
- Provides meeting support, including calendar coordination, scheduling rooms and set-up of equipment.
- Maintains office supplies through a system of monitoring and ordering.
- Performs other job-related duties and special projects as assigned.
KNOWLEDGE AND ABILITIES:
Thorough knowledge of: correct English, including grammar, spelling, punctuation and editing; office systems and ability to use a broad range of technology, systems, and packages. Detailed knowledge of or the ability to quickly learn applicable university infrastructure, policies and procedures. Working knowledge of budget policies and procedures. Experience to be fully functional in all technical aspects of work assignments.
Ability to: quickly acquire a thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; make sound independent decisions and recommendations based on current policies and procedures and a thorough analysis of current situations; independently handle multiple work unit priorities and projects under strict deadlines; apply a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data and make simple projections; draft and compose correspondence and standard reports; establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to effectively work in a highly confidential and sensitive environment, and be able to communicate verbally and in writing with donors, potential donors, professionals and colleagues in a professional, persuasive and tactful manner.
Equivalent to four (4) years of progressively responsible general clerical work experience that has involved supporting, monitoring, and coordinating clerical work through a system of internal procedures and internal controls to ensure the efficient operation of an organization. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications on a year-for-year basis.
SPECIALIZED SKILLS REQUIRED:
Thorough knowledge of office systems and ability to use a broad range of technology, systems, and packages. A strong customer service attitude and commitment is essential. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
Possess a Career Readiness Certificate. (Certificate used for only ASA & ASC positions.) Experience working in a university or nonprofit fundraising office. Experience using Raiser's Edge and any other fundraising software and programs. Familiarity with multimedia (equipment and applications) and graphic design software. Technical fluency with Microsoft Office Professional Suite, Oracle- PeopleSoft/CMS baseline system; and Google mail and calendaring programs. Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the Core Values.
Office environment with standard equipment and tasks. Position requires working at a computer/monitor and desk for extended periods of time. May require travel between campus offices and off-campus locations.
$2,808 - $ 4,212 per month with an anticipated hiring salary range at or near entry level. 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.
All candidates must complete and sign a Background Check Consent Form specific to this position when interviewed at California State University, Monterey Bay (CSUMB). A Background Check includes an education verification (if applicable), confirmation of dates of employment/salaries and a criminal history check. A Background Check will be performed if you are a finalist for this position. The criminal history check will be conducted by a third-party agency prior to making the job offer to the successful candidate. Internal CSUMB Applicants: Finalists who are currently employed as a state employee at CSUMB are not required to undergo a criminal history and background check.
Additional information required for application procedure. In addition to a current resume, please attach a cover letter that describes your specific qualifications, interests in this position and accomplishments.A completed online application and resume must be received by Human Resources by 5:00 p.m. on the priority screen date listed above to be guaranteed a review. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned. CSUMB will not fax application materials.
For assistance or if you require an accommodation, please call (831) 582-3389, or TDD at (800) 735-2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Services Building – first floor (map). Please check the links provided for the respective hours and the location of each site. CSUMB will not fax application materials.
CSUMB is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
All employees must be eligible for employment in the U.S.