California State University
Administrative Support Coordinator - Biology and Chemistry
California State University, Seaside, California, United States, 93955
Internal to CSUMB Applicants Only
Classification:
Administrative Support Coordinator II Hours:
Full-time / 40 hours per week FLSA:
Non-exempt Anticipated Hiring Salary:
$4,367 per month (Step 1) CSU Salary Schedule *CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.* 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. CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year. CSUMB is 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 a diverse body of faculty, staff and administrators. CSUMB offers opportunities to live near the shores of Monterey Bay with proximity to research collaborations in the region. 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
Includes, but is not limited to, the following: Budget and Finance Support
Under the oversight of the College Analyst, maintains financial transaction records and spreadsheets; tracks and reconciles budgets against expenditures; researches and reports discrepancies in a timely manner. In coordination with the College Analyst, reviews reports and resolves inconsistencies. Coordinates, generates, and processes all financial and transactional forms for the department, including travel requests and claims, purchase requisitions, expense claims, budget expense transfers, payment requests, and invoices with accuracy. Creates systems for tracking documents and for various office processes. Reviews procurement card and payroll expense reports. Maintains documentation for department purchases and expenditures. In collaboration with the Chair, researches, makes recommendations, and prepares draft budgets for operating budget and department events. Provides budget status reports as requested by the Chair. General Office Administration and Support
Provides primary support to the Department Chair and is responsible for the administrative functions of the department. Greets and screens visitors, telephone calls, email and mail, taking appropriate action or referring requests as appropriate; responds to questions and inquiries from the general public, staff, faculty, and students using tact and diplomacy. In collaboration with the Chair, assembles, copies, and distributes information/documents; handles collection and coordination of information related to department activities. Identifies supplies, equipment, and services needed. Maintains complete and accurate records and files, both paper and electronic. Collects syllabi and course evaluations and routes as appropriate. Schedules and coordinates logistics for department meetings, activities and events such as Capstone Festival, recruitment and advising activities, and other special events. Prepares materials for meetings and briefings. Assists with multiple projects and program reviews. Assists faculty with instructional-related needs such as printing, scanning, and course materials; orders exam books and testing materials; runs class rosters. Collects and summarizes information from various sources to support planning and decision-making. Keeps abreast of academic and administrative policies and procedures, including travel, purchasing, reimbursements, MOUs/Service Agreements, and adjunct contracts and evaluations. Develops practical, thorough, and creative solutions on operational matters involving coordination with other departments and knowledge of University and Corporation policies. HR and Payroll Support
Coordinates and provides administrative support for full-time and part-time faculty and staff recruitment searches. Prepares, submits, and monitors lecturer contract data and associated documents in compliance with CSU requirements and procedures. Tracks faculty workload, entitlements, and semester buy-out units with supporting grant information. Prepares/submits personnel forms for University and Corporation new hires, special consultants, and volunteers. Ensures a smooth onboarding experience. Supports the Chair with master payroll certification; tracks attendance and reviews absence entries for Chair approval. Reviews hours reported by student assistants, approves time in CMS, and updates budget spreadsheets. Coordinates lecturer evaluation process. Data Analysis and Reporting
Assists the Chair in researching, analyzing, and evaluating information related to program goals, including program review, annual assessments, faculty workload, and course schedule. Pulls reports from University systems and summarizes data for the Chair. Oversees processes to track alumni and analyze student success. Course Scheduling
In coordination with the Chair, enters course scheduling information in CMS. Reviews and maintains schedule, uses reports to identify errors and conflicts, and makes changes to the schedule for Time Block Compliance. Identifies errors for campus census and submits corrections. Maintains room preference information. Represents the department at Scheduling Office meetings and disseminates essential information to faculty and staff. Lead Duties
Facilitates recruitment and hiring of student assistants and instructional student assistants. Coordinates work duties, provides training on time reporting and department practices, determines methods and procedures, controls workflow, and completes or verifies performance evaluations. Communication
Develops and maintains an annual calendar of department activities and deadlines related to budget, course scheduling, capstone festival, commencement, catalog, and other events for students, staff, and faculty. Prepares and disseminates meeting notes; maintains department website. Handles sensitive and confidential information. Other Functions
Perform other job-related duties and special projects as assigned. Knowledge, Skills and Abilities
Fully functional in all technical aspects of work assignments. Knowledge of university policies and procedures. Thorough mastery of English grammar, spelling, punctuation, and editing. Working knowledge of budget policies and procedures. Expertise in using common office software and systems. Ability to:
independently manage multiple priorities; interpret and apply policies and procedures; troubleshoot office problems; communicate clearly; analyze data and prepare reports; manage budgets; and interact professionally at all levels. Minimum Qualifications
Fully functional knowledge of standard office procedures and practices; ability to operate in various organizational structures. Excellent written and spoken English. Knowledge of business mathematics beyond basic arithmetic. Ability to learn new office systems quickly. These qualifications are typically obtained through high school, technical/vocational training, or equivalent experience with several years of related office work. Specialized Skills
Event planning, budget tracking, financial reconciliations, and budget preparation. Microsoft Excel (pivot tables/charts, linking worksheets, formulas) and PowerPoint. Strong customer service mindset. Preferred Qualifications / Desirable Experience
Bachelor’s degree. Knowledge of CSU travel, purchasing, budget tracking, and personnel procedures. Experience with academic programs in the sciences. Ability to work in a fast-paced environment with interruptions and provide exceptional service. Demonstrated problem-solving ability and flexibility with new tools and systems. Strong communication, organizational, and project management skills. Proficiency with Microsoft Office, Google Workspace, enterprise systems, and reporting tools. Special Conditions of Employment & Position Designations
All offers are contingent upon successful background checks. Mandated reporter responsibilities and compliance with CSU executive orders as a condition of employment. Access to sensitive information and compliance with data protection standards. Confidentiality requirements related to student records. May require occasional evenings and/or weekend work. Physical Environment
Office environment with standard equipment. Prolonged computer and desk work. Travel between campus offices and off-campus locations may be required. Benefits / Perks
CSUMB offers a premium benefits package including vacation, health, dental, vision, CalPERS, and 15 paid holidays. For details, see the Employee Benefits Summary. Housing options are available through the University Corporation at Monterey Bay. Application Procedure
For full consideration, applicants must complete the online application prior to the priority screen date. Materials submitted become the property of CSUMB and will not be returned. CSUMB is not a sponsoring agency for staff or management positions. Reasonable accommodations are available for qualified applicants; contact Human Resources for details. General Information CSUMB hires individuals authorized to work in the United States and is an E-Verify employer. You can view the annual security and fire safety reports at the Clery notice page. CSUMB is a smoke- and tobacco-free campus. Equal Opportunity Employer CSUMB is an Equal Opportunity employer that values a diverse community. We assess applicants without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, disability, veteran status, or other protected status.
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Administrative Support Coordinator II Hours:
Full-time / 40 hours per week FLSA:
Non-exempt Anticipated Hiring Salary:
$4,367 per month (Step 1) CSU Salary Schedule *CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.* 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. CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year. CSUMB is 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 a diverse body of faculty, staff and administrators. CSUMB offers opportunities to live near the shores of Monterey Bay with proximity to research collaborations in the region. 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
Includes, but is not limited to, the following: Budget and Finance Support
Under the oversight of the College Analyst, maintains financial transaction records and spreadsheets; tracks and reconciles budgets against expenditures; researches and reports discrepancies in a timely manner. In coordination with the College Analyst, reviews reports and resolves inconsistencies. Coordinates, generates, and processes all financial and transactional forms for the department, including travel requests and claims, purchase requisitions, expense claims, budget expense transfers, payment requests, and invoices with accuracy. Creates systems for tracking documents and for various office processes. Reviews procurement card and payroll expense reports. Maintains documentation for department purchases and expenditures. In collaboration with the Chair, researches, makes recommendations, and prepares draft budgets for operating budget and department events. Provides budget status reports as requested by the Chair. General Office Administration and Support
Provides primary support to the Department Chair and is responsible for the administrative functions of the department. Greets and screens visitors, telephone calls, email and mail, taking appropriate action or referring requests as appropriate; responds to questions and inquiries from the general public, staff, faculty, and students using tact and diplomacy. In collaboration with the Chair, assembles, copies, and distributes information/documents; handles collection and coordination of information related to department activities. Identifies supplies, equipment, and services needed. Maintains complete and accurate records and files, both paper and electronic. Collects syllabi and course evaluations and routes as appropriate. Schedules and coordinates logistics for department meetings, activities and events such as Capstone Festival, recruitment and advising activities, and other special events. Prepares materials for meetings and briefings. Assists with multiple projects and program reviews. Assists faculty with instructional-related needs such as printing, scanning, and course materials; orders exam books and testing materials; runs class rosters. Collects and summarizes information from various sources to support planning and decision-making. Keeps abreast of academic and administrative policies and procedures, including travel, purchasing, reimbursements, MOUs/Service Agreements, and adjunct contracts and evaluations. Develops practical, thorough, and creative solutions on operational matters involving coordination with other departments and knowledge of University and Corporation policies. HR and Payroll Support
Coordinates and provides administrative support for full-time and part-time faculty and staff recruitment searches. Prepares, submits, and monitors lecturer contract data and associated documents in compliance with CSU requirements and procedures. Tracks faculty workload, entitlements, and semester buy-out units with supporting grant information. Prepares/submits personnel forms for University and Corporation new hires, special consultants, and volunteers. Ensures a smooth onboarding experience. Supports the Chair with master payroll certification; tracks attendance and reviews absence entries for Chair approval. Reviews hours reported by student assistants, approves time in CMS, and updates budget spreadsheets. Coordinates lecturer evaluation process. Data Analysis and Reporting
Assists the Chair in researching, analyzing, and evaluating information related to program goals, including program review, annual assessments, faculty workload, and course schedule. Pulls reports from University systems and summarizes data for the Chair. Oversees processes to track alumni and analyze student success. Course Scheduling
In coordination with the Chair, enters course scheduling information in CMS. Reviews and maintains schedule, uses reports to identify errors and conflicts, and makes changes to the schedule for Time Block Compliance. Identifies errors for campus census and submits corrections. Maintains room preference information. Represents the department at Scheduling Office meetings and disseminates essential information to faculty and staff. Lead Duties
Facilitates recruitment and hiring of student assistants and instructional student assistants. Coordinates work duties, provides training on time reporting and department practices, determines methods and procedures, controls workflow, and completes or verifies performance evaluations. Communication
Develops and maintains an annual calendar of department activities and deadlines related to budget, course scheduling, capstone festival, commencement, catalog, and other events for students, staff, and faculty. Prepares and disseminates meeting notes; maintains department website. Handles sensitive and confidential information. Other Functions
Perform other job-related duties and special projects as assigned. Knowledge, Skills and Abilities
Fully functional in all technical aspects of work assignments. Knowledge of university policies and procedures. Thorough mastery of English grammar, spelling, punctuation, and editing. Working knowledge of budget policies and procedures. Expertise in using common office software and systems. Ability to:
independently manage multiple priorities; interpret and apply policies and procedures; troubleshoot office problems; communicate clearly; analyze data and prepare reports; manage budgets; and interact professionally at all levels. Minimum Qualifications
Fully functional knowledge of standard office procedures and practices; ability to operate in various organizational structures. Excellent written and spoken English. Knowledge of business mathematics beyond basic arithmetic. Ability to learn new office systems quickly. These qualifications are typically obtained through high school, technical/vocational training, or equivalent experience with several years of related office work. Specialized Skills
Event planning, budget tracking, financial reconciliations, and budget preparation. Microsoft Excel (pivot tables/charts, linking worksheets, formulas) and PowerPoint. Strong customer service mindset. Preferred Qualifications / Desirable Experience
Bachelor’s degree. Knowledge of CSU travel, purchasing, budget tracking, and personnel procedures. Experience with academic programs in the sciences. Ability to work in a fast-paced environment with interruptions and provide exceptional service. Demonstrated problem-solving ability and flexibility with new tools and systems. Strong communication, organizational, and project management skills. Proficiency with Microsoft Office, Google Workspace, enterprise systems, and reporting tools. Special Conditions of Employment & Position Designations
All offers are contingent upon successful background checks. Mandated reporter responsibilities and compliance with CSU executive orders as a condition of employment. Access to sensitive information and compliance with data protection standards. Confidentiality requirements related to student records. May require occasional evenings and/or weekend work. Physical Environment
Office environment with standard equipment. Prolonged computer and desk work. Travel between campus offices and off-campus locations may be required. Benefits / Perks
CSUMB offers a premium benefits package including vacation, health, dental, vision, CalPERS, and 15 paid holidays. For details, see the Employee Benefits Summary. Housing options are available through the University Corporation at Monterey Bay. Application Procedure
For full consideration, applicants must complete the online application prior to the priority screen date. Materials submitted become the property of CSUMB and will not be returned. CSUMB is not a sponsoring agency for staff or management positions. Reasonable accommodations are available for qualified applicants; contact Human Resources for details. General Information CSUMB hires individuals authorized to work in the United States and is an E-Verify employer. You can view the annual security and fire safety reports at the Clery notice page. CSUMB is a smoke- and tobacco-free campus. Equal Opportunity Employer CSUMB is an Equal Opportunity employer that values a diverse community. We assess applicants without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, disability, veteran status, or other protected status.
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