Administrative Coordinator

Company: CSULB Research Foundation
Location: Long Beach
Posted on: May 9, 2022

Job Description:

Job Description ESSENTIAL JOB FUNCTIONS:
Under the general supervision of the Sr. Director of Research & Sponsored Programs the Administrative Coordinator will perform and coordinate all reception, administrative and clerical functions necessary to ensure effective, efficient operation of activities in support of the Office of Research and Economic Development (ORED).
DUTIES AND RESPONSIBILITIES:
Typical duties and responsibilities include, but are not limited to:
Serves as the primary receptionist for ORED, including staffing the ORED main phone number, and daily monitoring the ORED website;
Greets and assists visitors;
Provides excellent service to campus community in a friendly, cooperative manner;
Establishes and maintains the Associate Vice President's (AVP) appointment schedule and calendar of activities. Supports AVP with special projects;
Schedules ORED Meetings/events and makes related arrangements including room reservations, and travel arrangements; must be able to use scheduling software such as doodle poll, Find Time;
Arranges payment for office purchases using office payment card and chartfield account, reconciles payment card monthly statement and compiles appropriate paperwork and justification documents for purchases;
Assists pre-award/post award staff with award processing, including scanning and uploading documents, data entry across multiple platforms, and creating tabulated folder for each award, for use by the Grants and Contracts Administrator;
Compile quarterly billing reports to submit to the Copier Program;
Maintains organization of file room and ensures timely destruction of sensitive documents;
Conference room calendar management for use of ORED's two conference rooms and ensures that conference rooms are clean and ready for use;
Attends meeting and takes minutes and notes as requested;
composes/edits correspondence;
U[dates information on the ORSP website using Drupal and ensuring accessibility;
Performs basic research tasks on internet, analyzes information gathered and prepares a report of same;
Hires, trains and co-supervises efforts of work study student(s) by assigning work tasks and responsibilities;
Coordinates mail distribution and special shipping of items;
Coordinates the distributions of the annual faculty research magazine across campus and external partners;
Can operates and initially troubleshoot various pieces of office equipment and machines (copiers, printers, fax); handles the acquisition of new equipment for the office;
Manages proper maintenance schedule of office machines and equipment;
Ensures adequate supply inventory and places bimonthly supply orders;
Prepares and submits work orders/campus service requests and print shop orders, as needed;
Develops office procedures related to Administrative Coordinator functions;
Support business analyst with internal research events and internal research competitions.
Supports Director of Research Integrity and Compliance with special projects, such as ACI reporting, compliance events and setting up for Responsible Conduct of Research workshops.
Follows up on action items;
Other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Excellent organization, communication (both oral and written) and administrative skills required; ability to function well under time pressures and meet deadlines; ability to handle multiple tasks concurrently. Ability to work independently with minimal supervision. Ability to develop and prepare office correspondence (composition, grammar, and spelling). General knowledge of office procedures and practices, including skills in using the Microsoft Office Suite of software (prefer Microsoft Word, PowerPoint and Excel and all functions of Outlook). Ability to apply independent judgment, discretion, and initiative in performing administrative functions. Ability to plan and organize departmental work assignments; and to establish and maintain cooperative working relationships, both internal and external. In light of the demands placed on this position, must be able to remain calm, and maintain a professional, service-oriented disposition with managers, co-workers, faculty, administrators, students, and other internal or external contacts. Must be able to accept constructive criticism, prioritize workload, be professional and interact positively with others. Regular attendance required.
EXPERIENCE AND EDUCATION:
Bachelor's degree required and at a minimum two (2) years of progressively responsible administrative, technical and/or clerical experience which required hands on preparation and coordination of a comparable level of administrative work sufficient to have provided the applicant with the knowledge and abilities listed above. - Previous administrative experience in a university environment preferred.
Must be able to accept constructive criticism, prioritize workload, be professional and dependable, interact positively with others and possess a friendly and outgoing personality. Regular attendance required.
COVID-19 VACCINATION REQUIREMENT
Upon being hired, all individuals will be required to attest/certify their COVID-19 vaccination and booster (if applicable) status (proof of vaccination will be required).
POST OFFER BACKGROUND CHECK REQUIREMENT:
A post offer background check (including a reference and criminal records check) must be completed, and the individual cleared, before they can start work with the CSULB Research Foundation. No information will be required prior to the offer of employment. Once an offer of employment is made, failure to complete the background check and receive clearance may affect the application status of a new hire individual and/or the continued employment of a current CSULB Research Foundation employee who has applied for/moved into a new position. Individuals working with minor children and/or the elderly will be required to renew their live scan fingerprinting and be cleared every twelve (12) months. Information obtained through the background check does not automatically disqualify an individual from employment.
GRANT FUNDED EMPLOYMENT:
This position is restricted to the conditions set forth in the grant. Ongoing employment is contingent upon satisfactory job performance and continual renewal of grant money/availability of funds.

Company Description The CSULB Research Foundation was established as a nonprofit, 501(c)(3) public benefit corporation in 1956 as an auxiliary organization to California State University, Long Beach (CSULB). As a separate, non-state entity authorized by the California Education Code, the CSULB Research Foundation serves to support, augment and enhance the educational mission of the university. We employ approximately 1,500 individuals annually. A little over one third of these employees are students working on sponsored research in a variety of disciplines. This hands-on exposure is an incredible complement to their classroom experience. Supporting the university and student success is at the core of what we do. Please visit our website at www.foundation.csulb.edu

Keywords: CSULB Research Foundation, Long Beach , Administrative Coordinator, Administration, Clerical , Long Beach, California