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