Administrative Support Coordinator III

Location: California State University San Marcos Corporation (CSUSM Corporation)

Appointment: Full-time, Regular with Benefits, Non-Exempt

*Based on health insurance coverage for employee + family

Competitive salary with outstanding benefits package to include a full health insurance program offering 100% paid premium options for employees and their dependents, 403(b) Retirement Plan with an 8% Employer Contribution - 100% immediate vesting - with a 3% Employee Contribution, and so much more! Full benefits and other information can be found on the CSUSM Corporation website, https://www.csusm.edu/corp/hr/benefits/summary.html.

Posted: June 5, 2025

Application Deadline: First review June 23, 2025 - Open Until Filled

Summary

This position provides high level project support to SWIFT Health Programs and its related initiatives in the College of Education, Health and Human Services. General responsibilities of the position include providing administrative and operational support to the project director, assisting in the implementation and maintenance of program operations, working collaboratively with project staff to coordinate complex activities of the program, communicating with internal and external entities, as well as independently managing some specialized programmatic components. This position will coordinate with the project budget analyst and dean’s office staff as needed regarding administrative and operational needs. The position may lead and coordinate the work of student assistants when applicable.

Qualifications

Education & Experience:

• Requires a minimum of three (3) – five (5) years’ related experience in progressively responsible administrative support for management staff or programmatic support experience with an academic/student support program or an equivalent combination of education and experience
• Work history in higher education preferred
• Bachelor’s degree preferred
• Strong organizational skills, that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Experience using computerized databases, ability to effectively communicate ideas and positions, both orally and in writing, and strong organizational skills

Knowledge:

• Knowledge of office management principles and procedures including records maintenance skills
• Thorough knowledge of and skill in standard business procedures and practices, as well as an ability to understand and operate in a variety of organizational structures
• Thorough knowledge of office methods, English grammar, spelling, and punctuation and ability to clearly communicate orally and in writing; intermediate Microsoft Office user (Word, Excel, PowerPoint, etc.), Teams or other collaborative systems; working knowledge of updating websites
• Thorough knowledge of business mathematics and understanding of accounting principles; ability to use and quickly learn new office business systems and technology systems and software packages
• Working knowledge of an integrated financial system (PeopleSoft, preferred)
• Effective problem-solving skills and skills in identifying, researching, analyzing, and evaluating information, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations aimed at resolving administrative problems proactively
• Working knowledge of content management database systems

Skills & Abilities:

• Must have the ability to work independently with only minimal supervision
• Ability to work with confidential information, materials, and records
• Ability to handle multiple assignments, effectively prioritize tasks, meet deadlines, and provide timely service
• Work effectively and calmly, with a sense of urgency, and with a high degree of tact and diplomacy in difficult situations with people from a variety of culturally diverse backgrounds
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
• Ability to exercise judgment and discretion to accomplish a broad range of administrative and customer service functions
• Ability to handle sensitive interpersonal interactions at all levels
• Demonstrated ability to interpret, organize and present information and ideas in written and presentation form
• Ability to perform complex assignments using independent judgment and personal initiative
• Ability to communicate effectively and in a timely manner with faculty, researchers, administration, and staff at all levels
• Proven ability to work as a team player and demonstrate professionalism under pressure
• Attention to detail and accuracy
• Professional experience working with a diverse population
• Ability to analyze a variety of complex regulations, apply sound judgment, draw logical conclusions, and find creative solutions to a variety of problems

Other Employment Requirements:

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 July 21,
2017 as a condition of employment.

Mandated Reporter Classification = Limited Reporter

This position is subject to a background check including, but not limited to, employment verification, education
verification, reference checks and criminal record checks. Failure to satisfactorily complete the background check may
affect the application status of applicants or continued employment of current CSUSM Corporation employees who apply
for the position.

Must participate in CSUSM Corporation, CSU, and university-wide trainings as required.

Must have a valid driver’s license. Will be required to participate in the Department of Motor Vehicle (DMV) Employer Pull Notice Program (EPN).

Responsibilities and Tasks

To perform this job successfully, the individual must possess the abilities and aptitudes to move routine duties forward without being prompted, take general direction on new work assignments, balance multiple tasks and priorities, provide timely updates, and apply their skills and institutional practices and policies to successfully resolve work using good personal judgment.

• Provide day-to-day coordination and operational support to the SWIFT Health program and Senior Director SWIFT Health Program and related initiatives
• Schedule and coordinate meetings and events as needed and serve as official note-taker for department/program meetings
• Materials coordination for staff /project meetings including drafting agendas and reserving space; request participation in advance from attendees as needed; distribute action items in advance; finalize notes taken at meeting; follow up on action items as needed
• Act as liaison and resource for staff, faculty, students and general public regarding department/program, in so far as responding to inquiries from outside agencies, other University Departments, students, etc. and distributing requests as appropriate to team members
• Participate in the activities of the programs as appropriate
• Provide event support for program activities and events
• Plan, research, coordinate, schedule, and oversee logistics for events, committees, and meetings including room reservations, set-up, publicity, catering and parking arrangements as well as leading and coordinating student programs and workshops, including advertising, coordinating details, and executing the events
• Work collaboratively with project team on data collection and procedures in accordance with objectives identified with IP&A for the overall project
• Exercise independent judgment and discretion, responds to inquiries and general correspondence
• Prepare forms and paperwork for university processes, and route/track as needed per college processes
• Provide quality control by editing, formatting drafts of correspondence and other documents prior to securing signature
• Monitor, organize and prioritize the work of student assistants as needed
• Verify completeness and accuracy of time sheets for student employees
• Assist in solving problems within the project as requested
• Other support tasks, duties and special projects as assigned

Supervision

• This position will not supervise others; may provide general directions to student assistants.

Latitude and Judgment

• May make decisions on routine and semi-routine tasks via institutionally approved workflows and procedures for routine operations. Trusted to make decisions that align to the agreed implementation plans, and to seek guidance via consultation with supervisor, designee, or other project staff members where deviation from routine is required.
• The position is responsible for implementing established protocols related to program and project activities. They are trusted to make recommendations of appropriate responses for managing more nuanced experiences, and to move forward on approved practices. Work will be reviewed by supervisor.
• Errors and/or poor judgment in interaction with the associated programmatic community, such as providing incorrect information could result in poor customer service and negative public relations for CSUSM.

Work Environment

• The work environment will include normal office conditions and daily use of a computer. Regular scheduled work hours will fall within the normal business hours of operations.
• Function in an office work environment that is effectively collaborative across institutional divisions, external community offices, where changing priorities may occur while producing accurate work and meeting a multitude of evolving deadlines.
• Work in a “team” environment with centralized shared duties on some tasks.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

"JEANNE CLERY ACT AND CAMPUS FIRE SAFETY RIGHT-TO-KNOW LAW" NOTIFICATION - See website located at http://www.csusm.edu/clery/.

Application Procedure:

Please apply by clicking "Apply" and be sure to submit a cover letter and resume. CSUSM Corporation is an Equal Opportunity Employer that is strongly committed to promoting diversity in all areas of the campus community. We consider qualified applicants for employment without regard to age, physical or mental disability, gender or sex, genetic information, gender identity, gender expression, marital status, medical condition, nationality, race or ethnicity, religion or religious creed, sexual orientation, ancestry, and veteran or military status or any other status protected by federal, state or local laws.

For questions or if you experience any difficulties with the online application process, please contact CSUSM Corporation Human Resources at (760) 750-4700 or hrcorp@csusm.edu.