Administrative Coordinator (TUC SOAR TRIO)

Administrative Coordinator (TUC - SOAR TRIO)

Job no: 561236

Work type: Auxiliary

Location: Northridge

Categories: At-Will, Full Time

About The University Corporation

The University Corporation is a non-profit auxiliary corporation providing commercial and administrative services to California State University, Northridge. Our mission is to provide services and solutions that address the needs of California State University, Northridge; to support the academic, research, and creative endeavors of its students, faculty, and staff; and to enhance the quality of campus life.

Overview:

Under the direct supervision of the Director of TRIO programs, the project Administrative Coordinator provides overall office support/ management to meet the day-to-day needs of the Educational Talent Search (ETS) & Upward Bound (UB) programs. The Administrative Coordinator will provide support to the Director of TRIO programs and Advising Coordinators in maintaining the needs of all ETS & UB projects, including the responsibility for organizing and maintaining participant records (i.e., physical files and student database) and files related to financial records, human resources, and program planning. Additionally, the AC will provide primary financial and administrative support for ETS & UB on budget matters (i.e., payroll, personnel hiring, purchasing, travel, etc.), maintain program fiscal records, and process all work orders (i.e., check requests, chargebacks, and purchase orders) for signatures. The AC will assist with event coordination and management, equipment maintenance, ordering office supplies, and preparing and processing mailers. Responsibilities include the supervision of project staff (i.e., student assistants, etc.), compliance with federal and institutional regulations and legislation, record keeping of fiscal and student data, and evaluation of project objectives and performance. Work collaboratively and effectively with program participants, parents, and staff of diverse backgrounds, as well as departmental staff and budget analyst.

Duties and Responsibilities (other duties as assigned):

Planning and Implementation

Work closely with and provide administrative assistance to the Director, Advising Coordinators, and staff as needed in the areas of Budget, Travel, Payroll, Accounts Payable, Personnel/ Human Resources, and program application updates

Responsible for providing phone and walk-in traffic coverage with excellent customer service

Responsible for providing general program service information when requested via phone, email, and/or mail inquiries

Manages the distribution of all incoming mail as appropriate

Responsible for ensuring that accurate and complete participant records are entered and processed correctly in the database system

Functions as a resource to support staff on issues such as researching financial discrepancies, escalated customer service problems, and vendor concerns

Coordinates and oversees event processes, including requests: room reservations, dining requests, transportation, parking, police services, special ground requests, mailings, print orders, vehicle reservations, and physical plant management requests

Keep abreast and support in the coordination of all programs, events, and activities within the Office of TRIO programs

Responsible for preparing travel arrangements/ claims, mileage reimbursement, and staff reimbursements for ETS & UB staff

Responsible for on campus supply/ storage organization and inventories

Responsible for the ordering and maintenance of office supplies

Coordinates internal department onboarding and offboarding processes

Prepares forms for hiring and termination of employees

Responsible for review and audit of monthly payroll processing to include review and reconciliation

Prepares program application and mailers for program participants, parents, and target school contacts

Compiles and provides feedback from completed program evaluation summary reports as requested and needed

Responsible for ensuring all office equipment is properly maintained, in working order, and checked in and out

Maintains a separate inventory list of equipment purchased with federal money

Participate in the identification, recruitment, screening, and selection of potential applicants who apply to work for the ETS & UB program

Budget

Provide financial support to ETS & UB to ensure the accuracy and appropriateness of all budget and accounting transactions based on working knowledge of campus policies and procedures, contract and grant agency requirements, and an understanding of office needs and priorities

Adhere to campus policy and procedures related to purchasing (Purchase Orders, Check Requisitions, Work Orders, Chargebacks, and Procurement Card), receiving, prepayment travel purchases, travel reimbursement, campus services, and vendor payments

Surveys vendors for purchase of goods and supplies and identifies most cost-effective means of purchasing

Responsible for processing all reimbursements in accordance with policy and procedures, ensuring proper receipts, approvals, and appropriateness of expenses

Responsible for ensuring staff travel arrangements (flight schedules, ground transportation, and hotel) comply with policies and procedures

Identify and analyze budget issues, recommend solutions and/or alternatives, and ensure contract and grant agency compliance regarding budget

Reconcile monthly ledgers and create/ maintain budget spreadsheets for ETS & UB grants, including monitoring budget balances, identifying accurate charges, appropriate accounts, funds, and project codes. Responsible for monthly reconciliation of Procurement Card statement and transactions

Work cooperatively and collaboratively with SOAR Budget Analyst

Other

Assist with the implementation of special projects (i.e., meetings, conferences, college visits, cultural/ educational events and/or workshops)

Attend professional development seminars/conferences, training workshops and meetings as requested

Complete other tasks and special assignments as assigned and needed

Qualifications:

Bilingual skills in Spanish and English

Experience working with students and parents from diverse cultural/economic backgrounds

Background similar to target population

Knowledge of payroll and personnel processes

Knowledge and ability to oversee contracts and grant activity

knowledge of policies and procedures related to finance, purchasing, payroll, personnel, human resources, and travel

Superior communication skills to effectively and professionally communicate with internal and external campus community, including TRIO program stakeholders

Knowledge, Specialized Skills, and Abilities:

Education: Associate's degree; Bachelor's degree preferred (four years of experience can be substituted for associate's degree)

Three years working in an office setting and providing oversight of the office

Excellent writing and grammar skills to independently draft correspondence about the operations, policies, and procedures of various subject matters

Strong written and verbal communication skills to interact effectively with a diverse population of staff, students, administrators, and faculty

Experience in database maintenance, entering data, and generating reports

Knowledge of budget planning, preparation, and administration. Present and defend budget concerns persuasively, and prepare detailed budget reports

Working knowledge of office accounting, methods, and procedures

Ability to plan, organize, and prioritize tasks to meet deadlines and complete tasks accurately, in a fast-paced environment

Ability to analyze situations, solve problems, and recommend actions for the effective management of a large and complex department with demonstrated leadership skills

Ability to electronically type forms, summary reports, and memos accurately and efficiently

Knowledge of university policies and procedures to secure campus services

Advanced skill and proficiency using Microsoft Word, Excel, Outlook, or other software applications to retrieve data, create spreadsheets, and reports

Knowledge of personnel management concepts and ability to maintain confidentiality at all times, and employ tact, diplomacy, and professionalism under any circumstances

Strong work ethic and team-focused

Experience using computers and compatible hardware and software; interpersonal and motivational skills

Ability to work some weekends and evenings

Will assist in the planning and coordinating of cultural and educational activities for project participants

Will assist in the development of program brochures and publications as needed

Work closely with Student Outreach and Recruitment (SOAR) and other departments on campus ( e.g., University Student Union, Housing, Conference Services, The University Corporation, and Academic Departments) for facility booking for ETS program services

Assist in the training, monitoring, and evaluating performance of student assistants

Delegate assignments for student office personnel

Support school sites as needed

Pay, Benefits, & Work Schedule

This position is employed through The University Corporation (TUC).

The anticipated hiring range: $26.00 per hour

Time Base: Full - Time

Benefits: Medical, Dental, Vision, 403 (b), Life, AD&D, Flex Spending

General Information

THE SELECTED CANDIDATE IS REQUIRED TO PASS A THOROUGH DEPARTMENT BACKGROUND INVESTIGATION AND LIVE SCAN.