Administrative Support and Event Coordinator

California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year. 

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030. 

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 22 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

Under the general supervision of the Director of University Affairs, Ceremonies, and Events, the Administrative Support Coordinator is responsible for providing administrative support and coordination to maintain the administrative objectives of University Affairs, Ceremonies, and Events.

• Main point of contact for the clerical/administrative support functions. Maintains strategic office management by prioritizing and responding to daily routine communications. Maintains calendar, schedules appointments, reschedules appointments or meetings, as appropriate. Assembles and distributes information/documents and agendas pertinent to meetings and events; handles collection and coordination of information related to UACE activities.
• Coordinates arrangements for travel; prepares and processes travel authorization, reimbursement and claim forms/documentation, submits, tracks and files for defensive driving forms, cell phone reimbursement forms, and incident reports.  Sorts and processes mail, identifies priority items for the department director’s review, and forwards other materials to the appropriate area. Ensures that confidential information and required documentation are received, completed, and maintained appropriately. Identifies supplies, materials, equipment, and services needed for the office and/or requested. Receives and organizes supplies for storage and/or distribution.

• Ensures UACE, CES and SE staff provide accurate and timely reports and documentation to clients and the department director. Coordinates clerical and administrative support functions across UACE, CES and SE. Works with other campus staff members to manage a broad range of operational and procedural office and administrative problems, which may at times require research for problem-solving.
• Responsible for creating, maintaining and updating as needed UACE electronic forms, including but not limited to the Event Logistics Forms (ELFs). Creates and maintains UACE department calendars.
• Works with the department Director to create, maintain and distribute UACE weekly staff meeting agendas and notes. Responsible for regularly tracking and resolving issues sent to the UACE email.
• Provides onboarding support to new employees, student assistants, and casual workers. Serves as the UACE timekeeper for reporting purposes. Tracks student assistant schedules and assists with new employee paperwork.
• Interfaces with University Communications as needed to support communicating and marketing campus events. Reviews and approves event calendar postings through TerminalFour, updates UACE website.
• Provides support by drafting, updating and maintaining UACE procedures to help ensure maximum quality of customer service is provided and productivity is increased. Responsible for maintaining and updating procedures for UACE whenever updates are made. Ensures that UACE, CES and SE staff complete required training and keeps an updated tracking log.
• Responsible for producing event estimates and final sales orders as well as tracking and preparing all billing-related documents. Works with the division budget analyst to ensure accounts receivable and payables are processed in a timely manner. Assists in tracking budget expenditures and maintaining balances and information. Liaison to the department budget analyst. Prepares service agreements, facility use agreements and contracts for review and execution by the department director.

• Administratively supports the event professionals in planning and implementation of campus events such, but not limited to, Campus Welcome Cookout, Staff and Faculty Holiday Celebration, Staff & Faculty Appreciation Breakfast, Commencement and Summer Conferences.
• Assigns, tracks, and coordinates events submitted through 25Live or other workflow processing tools to process the Campus Events Logistics Forms (ELFs) and distribute event details to the appropriate event professional and campus stakeholders using project coordination strategies.  Ensures all event organizers and professionals meet established and agreed-upon deadlines. Coordinates with event organizers and supports requests for non-managed spaces. Oversees project schedules, monitors budgets and anticipates deadlines and approvals. Revises schedules as needed. Conducts regular status meetings. Works with department event professionals to gather and approve set-up diagrams, catering orders, and vendor paperwork. Creates electronic and paper files and ensures finished events are archived in accordance with records retention schedules and customary practices. Creates and maintains event reports. Functional lead and department expert for 25 Live.

• Keeps abreast with academic and administrative policies and procedures, including those pertaining to travel, MOUs, and campus guidelines, policies and procedures. Ensures compliance with all University policies, procedures, and regulations. Maintains a system of easy access to all reports, policies, procedures, and regulations. Assumes accountability for precision of communication regarding all events tracked through UACE.

• Maintains a system of materials, documents, files and records for both physical and electronic materials, including reports, logs, and correspondence. Maintains, organizes, assembles, and/or summarizes information from office files or other sources for the UACE Director for use during appointments or meetings; assists with the production of reports, statistical data, brochures, flyers and other publications.

• Independently and professionally greets and screens visitors, telephone calls, and mail, taking the required action or referring requests as appropriate; responds to questions from the general public, students, staff, and faculty about requirements, program status, individual services, and other information using tact and diplomacy. Serves as the office point person for the Department Office.

1. Perform other job-related duties and special projects as assigned.

Must be fully functional in all technical aspects of work assignments.  Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

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.

• Experience in the hospitality industry working in an environment involving planning and executing events, including preparation of agendas, taking minutes, ordering catering, bookkeeping/invoicing, and following up on action items.
• Demonstrated ability to work in a complex department with the ability to prioritize work to consistently meet deadlines while faced with many interruptions and competing/conflicting priorities.
• Proficient in the use of Microsoft Office Suite; Google Suite (Gmail, Docs, Drive, and Calendar), 25Live, AllSeated diagramming applications

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
• This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
• 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
• 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.
• This position has been designated as a sensitive position with responsibility or access/possession of building master or sub-master keys for building access.
• 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.
• This position requires a flexible schedule to accommodate evenings and/or weekend work.

Required to work indoors and/or outdoors year-round, including in inclement weather. Also requires working in a typical office environment with standard equipment and tasks, and working at a computer and desk for extended periods of time. Requires travel to on campus and off-campus locations.   Ability to lift 25 pounds

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

To receive full consideration, applicants must complete and submit the required online application by the priority screening date listed on the Careers at CSUMB website. Applications received after this date may be reviewed at the University’s discretion. All submitted materials become the property of CSUMB and will not be returned.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or  humanresources@csumb.edu

All employees must be eligible for employment in the U.S.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery

Please view the California State University Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX at: https://www2.calstate.edu/titleix

Resources and contact information for the CSU Monterey Bay Title IX can be found at: Title IX | California State University Monterey Bay

CSUMB is a smoke and tobacco-free campus.

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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