Coordinator I - Administrative Support (Internal Only)

Application Open to Internal Candidates Only

Definition and Purpose 

Under the direct supervision of the Assistant Director – Strategic Initiatives, the Coordinator I – Administrative Support is responsible for overseeing the day-to-day coordination of ASI’s administrative support functions. This includes supervising ASI’s administrative support positions, aligning workflows across departments, and ensuring consistency in training, documentation, and procedural implementation. This position also plays a key role in developing shared administrative tools, coordinating cross-coverage during absences, and supporting strategic initiatives related to organizational operations. 

In addition to team oversight, the CAS provides direct administrative support to the Director – Business Services and Director – Finance and is responsible for overseeing the daily operations of the ASI Business Office, including reception, frontline services, and general office administration. 

Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team. 

Educational and Qualifying Experience, Skills, Licenses, Credentials 

Educational/License/Credential Requirements 

• Graduation from a four-year college or university (8 years of applicable experience may be substituted for the educational requirement). 

Experience Requirements 

• Minimum three (3) years' experience, five (5) years preferred, that demonstrates the ability to perform the essential functions of the job. 
• Minimum one (1) year of professional experience supervising administrative or support staff. 

Knowledge/Skill Requirements 

• Thorough knowledge of correct English grammar, spelling, and punctuation. 
• Demonstrated leadership and supervision experience with a collaborative approach. 
• Advanced proficiency in Microsoft Office Suite and cloud-based tools (e.g., SharePoint, Teams); proficiency with word processing, spreadsheets, databases, email, and online calendaring systems. 
• Thorough knowledge of office methods, equipment, procedures, and practices. 
• Strong organizational and time-management skills with the ability to manage multiple assignments with competing deadlines. 
• Excellent verbal and written communication skills; ability to draft, proofread, and edit original correspondence and professional documents. 
• Ability to create ADA-compliant materials and ensure accessibility in communications. 
• Strong understanding of compliance, record-keeping, and administrative best practices. 
• Ability to analyze and explain policies and procedures to a variety of stakeholders. 
• Demonstrated customer service skills requiring diplomacy, professionalism, and discretion. 
• Ability to complete projects of moderate to complex scope with minimal supervision. 
• Ability to work independently, exercise sound judgment, and take initiative in determining appropriate courses of action. 
• Ability to foster communication and teamwork in a diverse and inclusive environment. 
• Knowledge of ASI, CSU, or higher education administrative structures preferred. 
• Ability to prepare accurate meeting notes and corporate meeting minutes. 
• Ability to maintain confidentiality. 
• Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations. 

Supervisory Responsibilities 

• Directly supervise Administrative Assistant II – Student Government, Administrative Assistant II – Recreational Sports, and Administrative Assistant II – University Union. 
• Directly supervise Business Services Frontline Student Assistants. 
• Facilitate meetings, conduct performance evaluations, establish goals, and monitor day-to-day operations. 

Essential Duties and Responsibilities 

Administrative Leadership and Coordination 

• Provide strategic oversight and alignment of administrative support operations across ASI departments. 
• Develop and maintain shared administrative tools, templates, and procedural documentation. 
• Serve as the primary liaison to Directors on administrative coordination and resource needs. 
• Coordinate administrative cross-coverage during staff absences or transitions. 
• Maintain internal guidelines, policy manuals, and document retention systems. 
• Lead the implementation and maintenance of new and existing Microsoft Teams and SharePoint sites or internal administrative collaboration. 
• Back up the Assistant to the ASI Executive Director as needed for scheduling and executive support. 
• Support initial review and formatting of Student Government resolutions and related internal documents. 
• Assist with agenda preparation and packet assembly for Internal Review and Business & Finance Committees. 
• Take and disseminate minutes for the Business & Finance Committee. 
• Create and maintain internal administrative forms, checklists, and tracking tools. 
• Maintain and update assigned public-facing SharePoint sites and internal Risk Management folders. 
• Support team meeting logistics, including agenda creation and follow-up action tracking. 

Departmental Support – Business Services 

• Provide direct administrative support to the Director – Business Services, Director – Finance and Business Services Staff. 
• Draft and prepare letters, memoranda, reports, and purchase requisitions. 
• Maintain and organize Business Office files and conference room scheduling. 
• Manage the Business Office reception area, ensuring strong customer service standards. 
• Oversee key and vehicle checkout systems 
• Oversee copier functionality, supply inventory, and vendor contact. 
• Support ASI’s driver authorization and insurance certificate processes. 
• Track contracts, leases, and compliance documentation in accordance with CSU and AOA requirements. 
• Maintain and update student staff training materials for Business Office Frontline Services. 
• Conduct research, compile historical or audit-related documentation, and prepare operational reports.  
• Coordinate annual administrative projects such as budget book binding, audit confirmation letters, and ADA documentation workflows. 
• Submit Workzone and website update requests (e.g., budget postings, Form 990, policy updates) in coordination with department leads. 

Fiscal and Budgetary Support 

• Support purchasing, receiving, and reimbursement processes for Business Services. 
• Assist with financial tracking budget development, and submission of audit materials. 
• Distribute monthly operating statements. 
• Retrieve financial system reports and draft acknowledgment letters in compliance with CSU Advancement procedures. 

Strategic Initiatives and Special Projects 

• Partner with the Assistant Director – Strategic Initiatives on cross-departmental improvements and documentation efforts. 
• Delegate day-to-day operational tasks to administrative staff as appropriate in order to focus on high-level coordination. 
• Contribute to the development and implementation of administrative strategies that enhance organizational efficiency and alignment. 

Assessment 

• Develop and execute assessment of programs and/or services for areas of responsibility including but not limited to setting and implementing goals, evaluating outcomes and ongoing enhancement. 
• Participate in the overall ASI assessment planning and goal setting. 

Other Duties and Responsibilities 

• Represent ASI on committees as appropriate. 
• Ensure continuous professional development. 
• The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment. 
• Other duties as assigned. 

Background Check 

This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position. 

Salary Schedule 

• Annual Salary Range: $78,139.31 – $125,022.90  
• Starting Annual Salary: $78,139.31 
• Exempt from Overtime: Yes 

Benefits 

• Medical Insurance 
• Dental Insurance 
• Vision Insurance 
• Life Insurance 
• Long Term Disability Insurance 
• Public Employees’ Retirement System (CalPERS) 
• Social Security (FICA) 
• Paid State Holidays 
• Vacation Time 
• Sick Leave 
• Personal Holiday 
• Birthday Holiday 
• Worker’s Compensation Insurance 
• Unemployment Insurance 

Accepting Applications Until 11/03/2025

Application Open to Internal Candidates Only

Date of Last Equity Review:  10/15/2025 

Date revised: 10/15/2025 

The Associated Students, Inc. is an Equal Opportunity Employer.