Administrative Support Coordinator II

Company Description

California State University, Stanislaus has been a pillar of higher learning and cultural engagement in California’s Central Valley for over 60 years. The university is dedicated to serving a diverse student body, fostering intellectual growth, and promoting artistic and cultural excellence. Through innovative programs, strategic partnerships, and a strong network of alumni, Stanislaus State is committed to addressing the needs of an evolving, interconnected world. Learn more at www.csustan.edu.

Application: Careers at Stanislaus State: https://careers.csustan.edu/st/en-us/job/557584/administrative-support-coordinator-ii

Position Summary

Full-time position available on or after June 1, 2026, for Capital Planning and Facilities Management.

This position’s responsibilities are carried out under general direction of the Sr. Dir. Planning, Design & Sustainability. The incumbent is responsible for coordinating the full scope of clerical and administrative support operations for a large or complex academic or administrative office. The position performs advanced administrative support functions, plans and coordinates complex projects, analyzes operational and procedural issues, tracks and projects budgetary data, prepares comprehensive reports, and independently interprets and applies policies and procedures. The incumbent exercises a high level of judgment and discretion in supporting the effective administration of the unit.

Job Duties

Duties include but are not limited to:

• Coordinate the full scope of clerical and administrative support operations for a complex unit.
• Review and refine office procedures to improve operational efficiency within established guidelines.
• Establish workflow priorities and monitor completion of assignments.
• Provide lead work direction and workflow coordination.
• Independently resolve complex operational issues within established policies.
• Coordinate implementation of operational initiatives and events.
• Identify procedural gaps and coordinate implementation of approved process adjustments.
• Make independent day-to-day operational decisions consistent with university policies.
• Track and review budget activity and prepare detailed financial status summaries.
• Monitor multiple funding sources for compliance with established fiscal procedures.
• Review financial documentation and resolve discrepancies.
• Compile and summarize data related to enrollment, curriculum, and workload trends.
• Prepare comprehensive administrative reports for leadership review.
• Review budget trends and prepare explanatory summaries as needed.
• Coordinate documentation for audits, accreditation, and planning processes.
• Apply established fiscal policies and procedures in financial processing activities.
• Serve as key administrative liaison with internal and external stakeholders.
• Coordinate cross-departmental operational initiatives by facilitating communication, tracking progress, and supporting implementation.
• Plan and coordinate complex projects from initiation through completion.
• Provide procedural recommendations to improve administrative efficiency.
• Handle sensitive operational matters requiring discretion.
• Facilitate collaboration among faculty, staff, and campus partners.
• Represent the unit in meetings requiring administrative/operational matters.
• Prepare detailed summaries and documentation to support administrative decision-making.
• May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
• At the direction of appropriate administrator, may provide support to other areas as needed.
• The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
• Other duties as assigned.

Minimum Qualifications

• Education: Completion of a high school program, technical/vocational program, or their equivalent. 
• Experience: Several years of related office work experience.

Preferred Qualifications

• 2 years of related experience.
• A bachelor's degree in business administration, English, Public Administration or other related degrees.
• Prior experience in a CSU or higher education setting.
• Prior experience in facilities planning processes and procedures or related field.
• Prior experience in facilities planning or capital development operations.
• Prior Experience maintaining and organizing project-related records or tracking systems in support of administrative or operational activities.

Knowledge, Skills, Abilities

• Experience to be fully functional in all technical aspects of work assignments.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and expertise in using office software packages, technology and systems. May function as the office information technology specialist. Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to interpret and apply a wide variety of policies and procedures independently and use judgment and discretion to act when precedents or specific guidelines do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operations and procedural problems and develop, recommend, and evaluate proposed solutions.
• Working knowledge of budget policies and procedures.
• Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or 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.

Special Conditions

• Position may be required to travel