Administrative Support Coordinator

Office of Diversity, Equity, and Inclusion

Job #550179

Close Date: Thursday, November 20, 2025

(Internal Only)

 

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #550179) Administrative Support Coordinator II, ODEI ASC, Salary Range: $4,367 – $6,362 per month (Step 1- Step 20), Hiring Range: $4,367 - $4,543 per month (Step 1-3). Step placement will be determined based on relevant qualifications and professional experience. Step placement upon appointment is not expected to exceed Step 3 ($4,543 per month) for highly qualified candidates. Future increases, including step advancement, are subject to union negotiations. This is a full-time, benefited, non-exempt, 12-month pay plan, permanent position with a one-year probationary period in Diversity, Equity, and Inclusion. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits. Please note that this is an internal recruitment open only to active, stateside, Cal Poly Humboldt Employees.

Position Summary:

Under the supervision of ODEI MPP personnel, primary to the role of ASC II is: Coordination of ODEI clerical operations, events, and meetings; departmental budget reconciliation; coordination of Diversity, Equity, Inclusion, and Accessibility Grant Program; coordination and reconciliation of travel and conference registrations; coordination of ODEI Student Fellows participation.

Key Responsibilities:

Administrative Support Functions – 45%

Coordination of entire clerical and administrative support functions and/or performance of secretarial and administrative work in a complex, higher level administrative office. Administrative work often involves evaluation and recommendations related to operational and procedural matters. Work is often performed independently under general direction related to organizational goals. Complex projects with broad, visible impact that involve coordination with other departments are planned and executed. Project needs are identified, detailed plans are outlined, projects are initiated and coordinated, and work is delegated. Projects are coordinated through initiation, execution, coordination, implementation, and evaluation.

Liaison between ODEI and the campus community, monitors and replies to email, reception of phone calls, and in-person office visits. Collaborates with on and off-campus organizations, reserves space for events, orders catering, prepares materials, monitors office supply inventory, purchases equipment and supplies, communicates with and processes payments for special consultants, their travel and accommodation. Keeps meeting notes and tracks team members’ action items. Department telecommunication and facilities management coordinator. Leads ODEI marketing efforts including flier design, website maintenance, bulletin boards, and newsletter implementation. Responsible for tracking and reporting assigned tasks. Participates in general office upkeep.

Finance-Related Duties – 25%

Monitors and routinely reconciles the program's budget including state accounts, trust accounts, institutional and private grants, and the DEIA Grant Program. Processes budget records and reconciles multiple funding accounts, providing the AVP with periodic, meaningful budget reports. Creates requisitions for purchase orders, monitors expenses in institutional platforms, works with Budget Analyst to initiate transfers and reconciles budgets as needed.

Tracks personnel and operating expenses using institutional platforms and spreadsheets and gathers and processes information for special reports. Creates meaningful spreadsheets to track grant processes and monitors budget transactions. Processes reimbursements, travel requests, and travel expense reconciliation. Interacts with other areas of the University, including, but not limited to Procurement, Financial Services, Accounts Payable, ITS, and Facilities Management.

Grant Programs Coordination – 15%

In collaboration with office personnel, administers the Diversity, Equity, Inclusion, and Accessibility Grant Program, including grant cycle management from application design to assessment. Develops and manages application processes and Request for Proposals, promotes grant availability, acts as person of contact for grant-related questions. Monitors and documents evaluation processes and updates all grant materials in preparation for the next cycle.

ODEI Student Fellows Lead – 10%

Assists in the recruitment, hiring, onboarding, coordination of assignments, and evaluation of ODEI Student Fellows, as needed. Coordinates the production of onboarding materials, schedules and leads ODEI Student Fellow meetings, coordinates work and office scheduling, coordinates Summer Bridge placements, tracks and approves timesheets, and provides payroll support to the ODEI Student Fellows. Participates in project design, implementation, and assessment of ODEI Student Fellow activities.

Other Duties as Assigned – 5%

 

Knowledge, Skills, and Abilities Associated with this Position Include:

As listed in Classification Standards:

• Ability to make independent decisions and exercise sound judgment.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions in other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

As related to the major responsibilities for this position:

• Demonstrated ability to interact with culturally diverse populations; to effectively and respectfully function and communicate within the context of varying beliefs, behaviors, orientations, identities, and cultural backgrounds.
• Awareness of diversity, equity, and inclusion matters in higher education.
• Demonstrated ability to establish and maintain effective working relationships in a team-oriented environment.
• Willingness to continuously update one’s skills, knowledge, and abilities, and engage in professional development opportunities to better serve ODEI.

Minimum Qualifications:

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate verbally and in writing. This position requires a knowledge of business mathematics beyond basic arithmetic. Must have the ability to use and quickly learn new office support technology systems and software packages.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Qualifications:

• Equivalent to four years of full-time general office experience in a team environment, OR two-years of full-time general office experience in a team environment, plus a 4-year college or university degree.
• Working knowledge of budget policies and procedures.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on Thursday, November 20, 2025.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.  Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

 

Class Code:  1035
Publication Date: 10/20/2025