Administrative Coordinator

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Administrative Coordinator. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education.

The CSU Chancellor's Office offers a premium benefit package that includes outstanding health and dental plans, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 15 paid holidays a year.

Salary
The anticipated salary hiring range is up to $50,532 per year, commensurate with qualifications and experience.

Work Arrangements
Flexibility to telecommute two days a week, with three days on-site at the main headquarters in Long Beach, California.

Premium Benefits
Comprehensive Health, Dental, and Vision Benefits
15 paid holidays a year
Tuition waiver education program (also applies to eligible family members)
Membership in the California Public Employees Retirement System (PERS)

Position Information
The California State University, Office of the Chancellor, is seeking an Administrative Coordinator to provide administrative and technical support to the Fire Safety and Construction Services units in CPDC. This includes general office coordination and responsibility for campus files and unit project support.

Responsibilities

• Independently prioritises and performs routine clerical tasks including file management, travel arrangements and reimbursements, scheduling of meetings, and attendance.
• Performs administrative duties including responding to daily inquiries via phone from campus professional and support staff, internal constituents, preparing memos, letters, drafts, contracts, and correspondence as required.
• Assists managers by preparing for final review Board of Trustees items, reports to the Legislature, and/or outside agencies.
• Prepares documents for the Construction Services/Fire Safety Chancellor’s Office units.
• Prepares authorisations to proceed, quarterly reports, correspondence and other documents related to Construction Services/Fire Safety Chancellor’s Office units, as well as those reports required to meet the Office of the State Fire Marshal (OSFM) requirements.
• Produces reports from various databases.
• Orders uniforms and supplies specific to Construction Services/Fire Safety needs.
• Assists in collating/distributing presentation and training materials, and logistical coordination for any and all training held at the Chancellor’s Office or online.
• Provides logistical support and planning assistance for unit meetings, trainings, and conferences.
• Oversees and develops department calendar for high visibility meetings and associations with distinctive attention to multi-level details.
• Coordinates with Chancellor’s Office Communications Department to maintain and update Construction Services/OFS web information.
• Documents processes and procedures and maintains the administrative analyst desk manual to reflect current model practices.
• Provides assistance and back-up to other units as needed.

Qualifications

• A high school program, technical/vocational program, or their equivalents combined with a minimum of 4 years of related office work experience; or equivalent combination of education and experience is required.
• Ability to establish and maintain cooperative working relationships.
• Ability to function well in a high volume, deadline-driven environment.
• Thorough knowledge of English grammar, spelling and punctuation; thorough knowledge of office methods, procedures and practices.
• Proficient and accurate in basic math.
• Ability to coordinate many different clerical tasks, determine relative importance of each, set deadlines, prioritise and complete projects accordingly; ability to learn, independently interpret and apply a variety of academic and organizational policies and procedures; ability to identify appropriate applications of written policies and procedures; ability and interest to learn the operations of a department.
• Ability to apply judgment, discretion and initiative in performing clerical work in a variety of subjects, programs or projects; ability to draft and prepare clean, concise and accurate cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources; ability to check work for accuracy; ability to keep records and files; ability to screen mail, telephone calls and visitors.
• Proficient in Microsoft Office Suites: Word, Excel, PowerPoint.

Application Period
Priority consideration will be given to candidates who apply by August 3, 2026. Applications will be accepted until the job posting is removed.

Equal Employment Opportunity
Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

COVID-19 Vaccination Policy
Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities 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.

Background
The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.