Administrative Support Coordinator - Information Technology Office

Administrative Support Coordinator
- Information Technology Office

• Job No: 559714
• Work Type: Staff
• Location: Pomona
• Categories: Unit 9 - CSUEU
  - Technical Support Services, Administrative, Probationary, Full Time, On‑site
• Type of Appointment: Full Time, Probationary
• Job Classification: Administrative Support Coordinator II
• Anticipated Hiring Range: $4,367 – $5,219 per month
• Work Schedule: Monday – Friday, 8:00 am – 5:00 pm

• Provides support to the VP/CIO front desk, serving as the front‑line contact for the office.
• Answers calls, screens telephone calls and office visitors, answers routine and complex questions, responds to e‑mails, and furnishes information to students, staff, faculty, and the public.
• Receives daily office documents and distributes them to appropriate parties; orders and maintains office supplies and coordinates copier maintenance agreements and services.
• Organizes special events, training, and other activities.

• Orders, stores, tracks, and distributes office supplies and other materials.
• Assists employees in researching and procuring supplies, contract services, software and hardware. Includes ordering, receipt, and distribution of ordered equipment, software, and supplies.
• Creates and maintains departmental and financial files; completes forms, including some word processing of memos and letters, as well as design and production of department documents.
• Coordinates scheduling of meetings and appointments; identifies scheduling conflicts prior to their occurrence; prepares, revises, and disseminates agendas.
• Schedules appointments, either by phone, Zoom (or similar), or in‑person as directed.
• Makes contact with students, staff, administrators, visitors, faculty, and outside vendors on a regular basis, and has some form of communication with virtually every major office on campus.
• Demonstrates excellence in written and verbal communication skills, interpersonal interactions, and communication with department staff, in person, by telephone and via mail/email.
• Reviews correspondence/materials prepared or received by the AVP's offices and takes appropriate action and/or follow‑up.
• Assists with the student hiring process by preparing the required hiring forms.

• Assists in pricing and purchasing of certain types of supplies and equipment.
• Works with managers to prepare the appropriate paperwork that is highly technical and detailed; completes university requisitions and/or work orders as needed and may research costs.
• Understands and follows university and divisional policies, procedures, and guidelines in the completion of associated university forms and processes related to budget, procurement, travel, and invoice payment duties.
• Ensures that all forms and University purchasing procedures are followed throughout all stages of procurement (order, receiving, and distribution).
• Maintains records and an inventory of materials and equipment, and software licenses and renewals.
• Prepares Travel Authorizations, Travel Expense Claims/Reports, Foundation forms, and processes forms as required and assists staff with travel processes as requested.
• Works with the Business Operations Team to download and prepare monthly invoices for payment for various division and campus‑wide telecommunication charges, and any other invoices associated with requisitions, purchase orders, and similar.

• Pick up staff and student paychecks.
• Provides comprehensive administrative support, consistent with this job classification, assumes and carries other duties and responsibilities at the discretion of the Executive Director for IT Business Operations.
• Participates in employee training opportunities and professional development activities designed to enhance work effectiveness.
• Attends and participates in departmental and campus events/activities.

• High School Diploma/GED – High School diploma or its equivalent.
• Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Comprehensive and detailed knowledge of applicable university infrastructure, policies, and…