Administrative Coordinator for the Vice President for Student Affairs & Enrollment Management Office

Provides administrative support to the VPSAEM Office, Budget & Staff Resources, and the Student Marketing Center (SMC), including procurement card reconciliations and processing, check requests, travel arrangements and reimbursements, resolving form errors, signature routing, and submitting completed documents by established deadlines. Assists students, staff, faculty, and guests regarding general California State University Channel Islands (CSUCI) and DSAEM information. Responds to escalated concerns of students, parents, staff, and faculty by sensitively providing resource referrals and ensures that detailed communication is provided to the appropriate administrator promptly.

Oversees VPSAEM Office student employees and assists with their recruitment, training, and selection to support knowledgeable, customer-service driven, and timely completion of projects professionally. Assists with the review and evaluation of work standards of student assistants, provides performance feedback, and acts as mentor to student assistants. Prepares student employee requisitions and end-of-term separations. Compiles and maintains a comprehensive DSAEM student assistant list and is responsible for supporting timekeeping for student, professional, and intern staff ensuring timely and accurate reporting into online time/absence reporting programs. Researches student employee-related personnel and payroll concerns and implements solutions as requested. Provides bi-annual training to student employee groups regarding timekeeping process. Assists with preparing reports, questionnaires, and complex documents including assessment reports.

Coordinates and oversees office services and duties such as maintaining data, answering phones, filing/electronic filing, and updating documents. Serves as office Interview Coordinator and assists with proposed onboarding schedules for professional staff and facilitates the onboarding process for new employees per DSAEM and CSUCI guidelines. Provides administrative and logistical support for initiatives on behalf of the VPSAEM Office including but not limited to monthly staff meetings, Celebration of Excellence, Late Night Breakfast, and Student Assistant Celebrations. Coordinates DSAEM check-out processes (e.g., powered carts and technology, etc.) and provides administrative support for the student fee committees (e.g., scheduling meetings, taking minutes, and updating websites). Assists with facilitating the on-boarding process for new staff in the VPSAEM Office.

Assists with providing frequent and timely communication with VPSAEM Office staff regarding scheduling issues, office closures, supply orders, and staff-related events and activities to ensure adequate notice and minimize delays in service. Builds and maintains positive working relationships with students, administrators, faculty, and staff within the University.

Performs additional related duties as assigned.

Requires full 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. Expected to have thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a 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.

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