CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $4,047 – Step 4 $4,295

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: Step 1 $4,047 – Step 20 $5,896

PAY BASIS: Monthly 

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Under the general supervision of the NAGPRA/CalNAGPRA Repatriation Coordinator, the Administrative Support Coordinator I provides comprehensive administrative and operational support for the university's NAGPRA/CalNAGPRA program. The incumbent coordinates the day-to-day administrative functions necessary to support federal and state compliance activities, tribal consultation logistics, records management, reporting, budget tracking, travel coordination, meetings, and program communications. The position serves as the primary administrative resource for the program by coordinating office operations, maintaining confidential records and databases, preparing correspondence and reports, supporting program events and consultations, and ensuring the efficient administration of program activities.

DUTIES & RESPONSIBILITIES:

Operational Administrative Support

• Coordinate the daily administrative operations of the NAGPRA/CalNAGPRA program, ensuring efficient workflow and timely completion of administrative activities.
• Establish, implement, and maintain administrative procedures, filing systems, and records management practices for confidential NAGPRA documentation in accordance with university records retention requirements.
• Prepare, edit, format, and distribute correspondence, memoranda, reports, meeting agendas, presentations, spreadsheets, and other administrative documents using a variety of software applications.
• Maintain confidential electronic and physical files related to tribal consultations, inventories, notices, transfers, correspondence, agreements, meeting records, and program activities.
• Coordinate calendars for the NAGPRA Coordinator, schedule meetings and consultations, reserve meeting space, arrange virtual meeting technology, and prepare meeting materials.
• Monitor the program's shared email account and telephone line, respond to routine inquiries, route requests to appropriate personnel, and ensure timely follow-up.
• Coordinate document routing, approvals, signatures, and distribution while ensuring appropriate confidentiality of sensitive records.
• Maintain the NAGPRA program website by updating administrative information, meeting announcements, forms, and other program resources as directed.
• Coordinate office supply inventories, purchase routine office materials, troubleshoot office equipment issues, and maintain an organized office environment.

Program Administrative Support

• Coordinate administrative aspects of inventory projects, consultation activities, repatriation events, and educational programming by organizing schedules, preparing materials, tracking assignments, and monitoring project timelines.
• Develop and maintain tracking systems for consultation activities, inventories, correspondence, project milestones, statutory deadlines, and administrative deliverables.
• Compile information from multiple sources to prepare routine operational reports, project status summaries, spreadsheets, and statistical data for the NAGPRA Coordinator and university leadership.
• Coordinate travel arrangements, lodging, reimbursements, catering, parking, and meeting logistics for tribal representatives, consultants, campus partners, and program staff.
• Organize and coordinate workshops, training sessions, outreach events, committee meetings, and educational programs by managing registrations, preparing materials, coordinating facilities, and providing event support.
• Coordinate preparation and distribution of meeting packets, agendas, supporting documentation, and follow-up materials for consultations, advisory groups, and campus committees.
• Maintain program databases and spreadsheets to monitor inventories, consultations, correspondence, outreach activities, expenditures, and project status.
• Assist with coordinating meetings, conferences, working groups, and collaborative projects by organizing logistics and maintaining administrative records.  

Fiscal Support

• Prepare purchase requisitions, payment requests, procurement documents, reimbursement requests, travel authorizations, and travel expense claims in accordance with university policies and procedures.
• Reconcile Procard transactions, maintain supporting documentation, and ensure expenditures are properly documented and processed.
• Monitor program expenditures, maintain budget tracking spreadsheets, reconcile financial records, and prepare routine budget reports for the NAGPRA Coordinator.
• Coordinate purchasing of office supplies, meeting materials, educational resources, and other program-related goods and services.
• Maintain vendor records, process invoices, monitor payment status, and coordinate with Procurement and Accounts Payable to resolve routine payment issues.
• Assist with maintaining financial documentation supporting grants, travel funding, contracts, and other program expenditures.
• Compile financial information and supporting documentation for annual budget planning and routine fiscal reporting.  

REQUIRED QUALIFICATIONS: EDUCATION & EXPERIENCE – High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s):

• Regular and reliable attendance is required.
• Thorough, detailed knowledge of applicable university policies and procedures.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs.  May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience providing administrative support in a higher education, governmental, museum, cultural resources, legal, or compliance environment.
• Experience coordinating meetings, travel, special events, or projects involving multiple internal and external stakeholders.
• Working knowledge of CSU administrative policies, procedures, and business systems.
• Familiarity with Native American cultural protocols, tribal governments, or Indigenous communities.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

SPECIAL CONDITIONS

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her state employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect.  All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams, AVP of Civil Rights and Compliance, (661) 654-2713.