California State University, Monterey Bay
Administrative Support Coordinator - Biology and Chemistry
California State University, Monterey Bay, Monterey, California, United States, 93941
Administrative Support Coordinator - Biology and Chemistry
Classification:
Administrative Support Coordinator II Hours:
Full-time / 40 hours per week FLSA:
Non-exempt Anticipated Hiring Salary:
$4,367* mo. (Step 1) Priority Screening Date:
November 5, 2025 Recruitment Status:
Open Until Filled
About CSUMB 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 23 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.
Purpose Under the general supervision of the Dean of the College of Science, with daily oversight by the Department Chair of the Biology and Chemistry Department, the Administrative Support Coordinators are responsible for independently performing the full range of varied and complex clerical/administrative assignments in support of the day‑to‑day operations of the undergraduate and Master’s‑level degree programs within the Biology and Chemistry Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES Budget And Finance Support
Maintain financial transaction records and spreadsheets; track and reconcile budgets against expenditures.
Research and report discrepancies in a timely manner.
Coordinate, generate, and process all financial and transactional forms for the department, including travel requests, expense claims, purchase requisitions, and invoices with accuracy.
Create systems for tracking documents and for various office processes.
Review procurement card and payroll expense reports, maintaining documentation for department purchases and expenditures.
Prepare draft budgets for operating budget and department events and provide budget status reports as requested by the Chair.
General Office Administration And Support
Provide primary support to the department Chair and perform the administrative functions of the department.
Greets and screens visitors, telephone calls, email, and mail, taking the required action or referring requests as appropriate.
Assemble, copy, and distribute information/documents; handle collection and coordination of information related to department activities.
Identify supplies, equipment, and services needed; maintain complete and accurate records and files, both paper and electronic.
Collect syllabi and course evaluations and route as appropriate; schedule and coordinate logistics for department meetings, activities, and events.
Prepare materials and information needed by the Chair for meetings, appointments, and briefings; assist the Chair and faculty in coordinating and completing multiple projects.
Assist faculty with Instructional needs: printing, scanning, collating course materials, running class rosters, and summarizing information from a variety of relevant sources.
Keep abreast with academic and administrative policies and procedures and develop practical, thorough, and creative solutions on operational and procedural matters involving coordination and consultation with other departments.
HR And Payroll Support
Coordinate and provide administrative support for full‑time and part‑time faculty and staff recruitment searches.
Prepare, submit, and monitor lecturer contract data and associated documents in compliance with CSU requirements and procedures.
Track faculty workload, entitlements, and semester buy‑out units, assist with grant information and accumulated volunteer workload units.
Prepare/submits personnel forms for new hires, special consultants, and volunteers; support Chair with master payroll certification.
Track employee attendance and review absence entries for Chair approval; coordinate lecturer evaluation process.
Data Analysis And Reporting
Assist the Chair in researching, analyzing, and evaluating information related to program goals, including program review, annual assessments, faculty workload, and course schedule.
Pull reports from University systems and summarize data for Chair.
Oversee processes to track alumni and analyze student success.
Course Scheduling
Enter course scheduling information in CMS and maintain schedule using reports to identify errors, conflicts, and inconsistencies.
Recommend changes to course schedule for Time Block Compliance; identify errors in preparation for campus census.
Maintain room preference information and represent the department at Scheduling Office meetings.
Lead Duties
Facilitate recruitment and hiring of all student assistants and instructional student assistants.
Coordinate duties for student assistants; provide training on time reporting and department practices; determine methods and procedures for work accomplishment.
Control workflow and establish priorities and deadlines; complete performance evaluations or verify completion by direct supervisors.
Communication
Develop and maintain an annual calendar of department activities and deadlines related to budget, course scheduling, capstone festival, commencement, catalog, and other events; communicate information to faculty and staff.
Prepare and disseminate detailed meeting notes, newsletters, or publications; maintain department website.
Handle sensitive and confidential information both orally and in writing.
Other Functions
Perform other job‑related duties and special projects as assigned.
Knowledge, Skills And Abilities Must be fully functional in all technical aspects of work assignments. Comprehensive knowledge of university infrastructure, policies and procedures; mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.
Minimum Qualifications Fully functional knowledge of and skill in standard office procedures and practices; thorough knowledge of English grammar, spelling, punctuation and ability to communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. Ability to use and quickly learn new office support technology systems and software packages.
Specialized Skills
Event planning, budget and expense tracking, financial reconciliations, and budget preparation.
Microsoft Excel (including pivot tables, charts, linking worksheets, and creating formulas) and PowerPoint (creating presentations containing statistical information).
A strong customer service attitude and commitment.
Preferred Qualifications / Desirable Experience
Bachelor’s degree.
Knowledge of California State University procedures related to travel, purchasing, budget tracking management and personnel.
Prior experience with academic programs in the sciences.
Ability to work in a fast‑paced environment with frequent interruptions and provide exceptional customer service.
Proficiency with Microsoft Office (Word, Excel, PowerPoint), Google Workspace and experience with HR and financial information systems such as PeopleSoft or similar.
Special Conditions Of Employment & Position Designations
All offers of employment are contingent upon 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 EO 1095, EO 1096, and EO 1097.
The person holding this position is a mandated reporter under the California Child Abuse and Neglect Reporting Act and must comply with CSU EO 1083.
This position is designated as a sensitive position with access to cash, checks, credit cards, and detailed personal information. Confidentiality requirements apply.
May require occasional evenings and/or weekend work.
Physical Environment Office environment with standard equipment and tasks. Requires working at a computer and desk for extended periods. May require travel between campus offices and off‑campus locations.
Benefits / Perks CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in CalPERS; and 15 paid holidays a year. Additional benefits include access to affordable housing near main campus. For more information, visit the Employee Benefits Summary.
Application Procedure For full consideration, applicants must complete the required online application prior to the priority screening date. Materials submitted become the property of CSUMB and will not be returned. All applications are electronically accepted; the application deadline is the priority screening date.
General Information CSUMB hires only individuals legally authorized to work in the United States and is an E‑Verify employer. Reasonable accommodations will be provided for qualified applicants with disabilities. For more information, contact Human Resources at (831) 582‑3389 or email humanresources@csumb.edu.
Equal Opportunity Employer 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 without regard to race, color, religion, national origin, age, gender, gender identity, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
#J-18808-Ljbffr
Administrative Support Coordinator II Hours:
Full-time / 40 hours per week FLSA:
Non-exempt Anticipated Hiring Salary:
$4,367* mo. (Step 1) Priority Screening Date:
November 5, 2025 Recruitment Status:
Open Until Filled
About CSUMB 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 23 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.
Purpose Under the general supervision of the Dean of the College of Science, with daily oversight by the Department Chair of the Biology and Chemistry Department, the Administrative Support Coordinators are responsible for independently performing the full range of varied and complex clerical/administrative assignments in support of the day‑to‑day operations of the undergraduate and Master’s‑level degree programs within the Biology and Chemistry Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES Budget And Finance Support
Maintain financial transaction records and spreadsheets; track and reconcile budgets against expenditures.
Research and report discrepancies in a timely manner.
Coordinate, generate, and process all financial and transactional forms for the department, including travel requests, expense claims, purchase requisitions, and invoices with accuracy.
Create systems for tracking documents and for various office processes.
Review procurement card and payroll expense reports, maintaining documentation for department purchases and expenditures.
Prepare draft budgets for operating budget and department events and provide budget status reports as requested by the Chair.
General Office Administration And Support
Provide primary support to the department Chair and perform the administrative functions of the department.
Greets and screens visitors, telephone calls, email, and mail, taking the required action or referring requests as appropriate.
Assemble, copy, and distribute information/documents; handle collection and coordination of information related to department activities.
Identify supplies, equipment, and services needed; maintain complete and accurate records and files, both paper and electronic.
Collect syllabi and course evaluations and route as appropriate; schedule and coordinate logistics for department meetings, activities, and events.
Prepare materials and information needed by the Chair for meetings, appointments, and briefings; assist the Chair and faculty in coordinating and completing multiple projects.
Assist faculty with Instructional needs: printing, scanning, collating course materials, running class rosters, and summarizing information from a variety of relevant sources.
Keep abreast with academic and administrative policies and procedures and develop practical, thorough, and creative solutions on operational and procedural matters involving coordination and consultation with other departments.
HR And Payroll Support
Coordinate and provide administrative support for full‑time and part‑time faculty and staff recruitment searches.
Prepare, submit, and monitor lecturer contract data and associated documents in compliance with CSU requirements and procedures.
Track faculty workload, entitlements, and semester buy‑out units, assist with grant information and accumulated volunteer workload units.
Prepare/submits personnel forms for new hires, special consultants, and volunteers; support Chair with master payroll certification.
Track employee attendance and review absence entries for Chair approval; coordinate lecturer evaluation process.
Data Analysis And Reporting
Assist the Chair in researching, analyzing, and evaluating information related to program goals, including program review, annual assessments, faculty workload, and course schedule.
Pull reports from University systems and summarize data for Chair.
Oversee processes to track alumni and analyze student success.
Course Scheduling
Enter course scheduling information in CMS and maintain schedule using reports to identify errors, conflicts, and inconsistencies.
Recommend changes to course schedule for Time Block Compliance; identify errors in preparation for campus census.
Maintain room preference information and represent the department at Scheduling Office meetings.
Lead Duties
Facilitate recruitment and hiring of all student assistants and instructional student assistants.
Coordinate duties for student assistants; provide training on time reporting and department practices; determine methods and procedures for work accomplishment.
Control workflow and establish priorities and deadlines; complete performance evaluations or verify completion by direct supervisors.
Communication
Develop and maintain an annual calendar of department activities and deadlines related to budget, course scheduling, capstone festival, commencement, catalog, and other events; communicate information to faculty and staff.
Prepare and disseminate detailed meeting notes, newsletters, or publications; maintain department website.
Handle sensitive and confidential information both orally and in writing.
Other Functions
Perform other job‑related duties and special projects as assigned.
Knowledge, Skills And Abilities Must be fully functional in all technical aspects of work assignments. Comprehensive knowledge of university infrastructure, policies and procedures; mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.
Minimum Qualifications Fully functional knowledge of and skill in standard office procedures and practices; thorough knowledge of English grammar, spelling, punctuation and ability to communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. Ability to use and quickly learn new office support technology systems and software packages.
Specialized Skills
Event planning, budget and expense tracking, financial reconciliations, and budget preparation.
Microsoft Excel (including pivot tables, charts, linking worksheets, and creating formulas) and PowerPoint (creating presentations containing statistical information).
A strong customer service attitude and commitment.
Preferred Qualifications / Desirable Experience
Bachelor’s degree.
Knowledge of California State University procedures related to travel, purchasing, budget tracking management and personnel.
Prior experience with academic programs in the sciences.
Ability to work in a fast‑paced environment with frequent interruptions and provide exceptional customer service.
Proficiency with Microsoft Office (Word, Excel, PowerPoint), Google Workspace and experience with HR and financial information systems such as PeopleSoft or similar.
Special Conditions Of Employment & Position Designations
All offers of employment are contingent upon 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 EO 1095, EO 1096, and EO 1097.
The person holding this position is a mandated reporter under the California Child Abuse and Neglect Reporting Act and must comply with CSU EO 1083.
This position is designated as a sensitive position with access to cash, checks, credit cards, and detailed personal information. Confidentiality requirements apply.
May require occasional evenings and/or weekend work.
Physical Environment Office environment with standard equipment and tasks. Requires working at a computer and desk for extended periods. May require travel between campus offices and off‑campus locations.
Benefits / Perks CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in CalPERS; and 15 paid holidays a year. Additional benefits include access to affordable housing near main campus. For more information, visit the Employee Benefits Summary.
Application Procedure For full consideration, applicants must complete the required online application prior to the priority screening date. Materials submitted become the property of CSUMB and will not be returned. All applications are electronically accepted; the application deadline is the priority screening date.
General Information CSUMB hires only individuals legally authorized to work in the United States and is an E‑Verify employer. Reasonable accommodations will be provided for qualified applicants with disabilities. For more information, contact Human Resources at (831) 582‑3389 or email humanresources@csumb.edu.
Equal Opportunity Employer 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 without regard to race, color, religion, national origin, age, gender, gender identity, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
#J-18808-Ljbffr