Special Projects and Administrative Coordinator

Fullerton, California, United States | Administration | Full-time | COVID-19 remote

Apply

Title: Special Projects and Administrative Coordinator 

 

Starting Compensation Range: $39,456 - $57,810

 

 

Essential Duties and Responsibilities:

Under the direct supervision of the Director of Administration, the Special Projects and Administration Coordinator provides specialized professional services such as policy writing, clarification of existing policies and procedures, collection and retention of corporate documents, as well as implementation and evaluation of important team-wide special projects and initiatives. In addition, the Special Projects and Administrative Coordinator provides administrative and office support for the Director of Administration, as well as providing overall administrative support to staff, student leaders, ASI Boards and committees. In this role, the position will assist with and execute the preparation of agendas, minutes, and related board meeting materials. 

Diversity, Equity and Inclusion are core values of Associated Students Inc. CSUF. We believe that the educational environment is enhanced when diverse groups of people with diverse ideas come together to learn. The Special Projects and Administrative Coordinator will support ASI’s DEI plan in all programming, services and interactions.

 

Special Projects

  1. Provide coordination of special projects under the direction of the ASI Director of Administration that benefit students and the organization, including serving as project manager for special projects or new development initiatives which are highly visible in the campus community.
  2. Collaborate with staff and student leaders to accomplish projects, including coordinating tasks, scheduling meetings, managing group functions, and ensuring appropriate follow up.
  3. Research and gather data from various sources and databases. Assemble, format, and create preliminary presentations and technical reports including submitting recommendations. Prepare and present technical reports and presentations for ASI leadership, Board of Directors, and other entities as requested.

Policy Writing

  1. Consult with subject matter experts across the organization and at all levels of leadership and perform research as needed to obtain the necessary information to document policies and procedures.
  2. Compose clear and easy to understand policies and procedures, which comply with university and ASI existing policies, as well as state and federal law.
  3. Create and maintain all policies and procedures in an efficient and consistent manner in compliance with organization standards.

Administrative Support

  1. Ensure effective and appropriate retention of corporate administrative records, such as contracts, insurance documents, leases, delegation of authority.
  2. Provide administrative support for the Director of Administration, including communication, travel, scheduling, and overall administrative needs.
  3. Support the Senior Coordinator with the preparation of meeting agendas, minutes, and supporting material for review and distribution as needed.
  4. Assist Director with planning and execution of staff meetings
  5. Coordinate with other office personnel for the purchase of office supplies, maintenance of office equipment, and other office/support functions. Maintain, update, and ensure the accuracy of corporate files, records, and organizational databases according to established procedures
  6. Support student and or student leaders as needed.
  7. Direct the work of one or more student staff assistants
  8. Perform related duties as assigned.

ASI Board and Committee Support

  1. Prepare meeting agendas, minutes, and supporting material for distribution
  2. Ensure the timely distribution of material to the Board
  3. Support the Board with meeting, travel and other arrangements
  4. Draft minutes of Board meetings for review by staff, student leaders, and/or the Executive Director
  5. Create action list for leadership staff from board meeting

Education:

Bachelor's degree (B. A.) or equivalent from a four-year college or university in student development, recreation/leisure

studies, public policy, political science, business administration or a related field.

Experience:

Two years related experience and/or training involving organizational leadership, public service, project management or similar work in the public sector or education sector.  Experience working in or with the CSU auxiliary field is preferred.

Knowledge, Skills and Abilities:

  • Thorough knowledge of modern business administration methods and principles; working knowledge of methods and materials used in a project management; working knowledge of effective student development and public administration practices; general knowledge of college union/student activities profession and philosophy.
  • Extensive computer, writing and strong communication skills are required.
  • General working knowledge of student government, campus recreation programs, activities and services.
  • Ability to plan, organize, train, evaluate, and supervise the work of student employees and the workflow of the clerical operations.
  • Ability to review records to compile background data in budgetary and other administrative or technical process.
  • Possess excellent writing and editing skills and ability to communicate effectively both orally and in writing.
  • Ability to handle confidential material judiciously. Exhibit initiative, professional behavior, discretion, tact and diplomacy in all actions.
  • Must be self-motivated and able to coordinate many different clerical tasks, determine the relative importance of each, set respective deadlines, and complete all projects accordingly.
  • Ability to draft and prepare clear and concise correspondence; ability to coordinate the production of reports from draft to distribution.
  • Ability to record minutes of meetings.
  • Ability to explain clearly a variety of complex procedures consistently in circumstances not clearly described by available guidelines and policies to students, the public, and other campus employees.
  • Ability to support and assist in the development of new procedures and practices as programs /offices change.
  • Ability to review clerical processes and identify deviation from applicable policies and procedures.
  • Ability to coordinate processes involving various offices and individuals with diverse priorities.
  • Work effectively within a complex organizational setting and a multi-cultured campus environment.
  • Work effectively with coworkers, customers and others by sharing ideas in constructive and positive manner;
  • Listening to and objectively considering ideas and suggestions from others;
  • Keeping commitments;
  • Keeping others informed of work progress, timetables and issues;
  • Addressing problems and issues constructively to find mutually acceptable and practical business solutions;
  • Addressing others by name, title or other respectful identifier and respecting the diversity of our work force in actions, words and deeds.
  • Ability to establish and maintain effective and cooperative work relationships within a diverse campus environment.
  • Good working knowledge of MS Word, Excel, and Outlook. Ability to operate standard office equipment.

Core Competencies

  • Organizational and planning skills.
  • Communication skills.
  • Information gathering and management decision-making.
  • Problem-solving.
  • Flexibility.
  • Reliability.
  • Teamwork.
  • Written Communication
  • Critical Thinking/Problem Solving.

 

Additional Requirements:

Typical Working Conditions

Work performed in a temperature controlled office environment.  Maintain and deal with a wide variety of public contacts including campus officials, members of the Board of Directors, staff, students, and campus community.

 

Special Requirements

  • Must be able to pass a urine drug screen.
  • Upon hire employment history, criminal, and employment background check will be conducted.
  • Required to be a Limited Mandatory Reporter and sign Limited ASI Mandatory Reporter Form.

 

The Associated Students, CSUF, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.