Administrative Coordinator (USU)

ABOUT THE UNIVERSITY STUDENT UNION

The University Student Union as the heart of campus uplifts and empowers students to achieve educational personal and professional goals by providing leadership development meaningful employment and innovative programs services and facilities. We promote equity inclusion and well-being while encouraging social justice advocacy to help Matadors feel heard respected and connected to CSUN. Our facilities include a University Student Union and a 138000 square foot Student Recreation Center (SRC).The SRC is a facility for exercise and leisure activity that promotes lifelong health and wellness.

ABOUT THE UNIVERSITY

One of the largest universities in the country California State University Northridge (CSUN) is an urban comprehensive university that delivers award-winning undergraduate and graduate programs to nearly 40000 students annually and counts more than 330000 alumni who elevate Southern California and beyond. Since its founding in 1958 CSUN has made a significant and long-term economic impact on California generating nearly $1.9 billion in economic impact and more than 11700 jobs each year. The LAEDC recognized CSUN as its 2015 Eddy Award winner for its positive economic impact. Serving more students on Pell Grants than any other institution in California CSUN is also a social elevator and one of the most diverse universities in the country. CSUN ranks 13th in awarding bachelors degrees to underrepresented minority students and seventh in bachelors degrees to Latino students serves the 13th largest Jewish student population and enrolls the largest number of students who are Deaf and hard-of-hearing of any U.S. state university. The journal Nature recently named CSUN a Rising Star for scientific research and the NSF ranks CSUN in the top five nationally among similar institutions for graduates who go on to earn doctorates in the sciences. CSUN is where individuals rise. And through them so does Greater Los Angeles and beyond.

POSITION SUMMARY :

Under the guidance of the Assistant Director Facilities and Maintenance the Administrative Coordinator is responsible for performing a wide variety of specialized office work requiring independent judgment the application of technical skills and detailed knowledge of activities processes and procedures specific to the Facilities and Maintenance department.

ESSENTIAL DUTIES :

• Assist the Assistant Director Facilities and Maintenance and Facilities Maintenance department with a variety of administrative duties including but not limited to coordination of departmental processes documentation reporting procurement budgeting and interdepartmental communication;
• Assist the Assistant Director Facilities and Maintenance in developing the departments annual operating budget and provide day-to-day budget management and monitoring including generating contracts and purchase orders recommending line item transfers recommending budget modifications etc;
• Prepare and submit general and professional services contracts contract amendments risk assessments campus chargebacks requests for proposals requisitions and purchase orders;
• Interface with appropriate university department personnel regarding invoices Solar Financial chargebacks purchases projects and asset management;
• Prepare memorandums of understanding (MOU) with various USU and university departments;
• Prepare and present monthly and quarterly financial reports;
• Prepare and submit Concur reports for facilities and maintenance department staff including reimbursement and travel requests;
• Coordinate travel arrangements for facilities and maintenance staff as needed;
• Prepare and process invoices and check requests for vendor payment;
• Reconcile Assistant Director Facilities and Maintenance and Facilities Maintenance Electrician and Shop Foreman corporate credit card purchases;
• Assist USU Accounting & Finance Department with Concur report reconciliations and other assistance as requested;
• Provide guidance and support to vendors regarding invoicing contracting project schedules and project specifications;
• Manage track and update vendor insurance policies to ensure the USUs minimum insurance requirements are met;
• Schedule department meetings prepare and distribute meeting agendas and select safety training videos;
• Assist in interviewing recommending for hire and training student assistant employees on an as-needed basis;
• Perform a wide variety of general to specialized office duties including answering phone calls taking messages providing solutions appropriate solutions to problems processing mail maintaining files and records scheduling and arranging appointments processing documents and records gathering data preparing standard reports and composing letters and memoranda.
• Oversee the use of USU owned vehicles and golf carts by authorized USU employees including maintaining and auditing the log-in record;
• Generate and type correspondence reports forms and a variety of other documents from prepared materials; edit all materials using basic standard editing techniques;
• Maintain accurate records and files; research recommend and implement record and file retention processes including digitizing records;
• Purchase distribute and refill office supplies specialty supplies building supplies employee uniforms and other items as required;
• Assist with providing administrative support pertaining to major repair and replacement projects including preparing quotes and proposals participating in job walks and preparing and submitting required paperwork to various USU and / or university departments as needed;
• May research and compile legally required information requested by third party vendors governmental agencies private and public organizations as needed;
• May serve on USU work team(s) as directed;
• Perform other related duties as assigned.

QUALIFICATIONS : Education :

Equivalent to full-time college or university education or vocational school training in a job-related field may be substituted for up to two years of the required experience.

Experience

Equivalent to four (4) years of full-time general office clerical and administrative support experience that has provided the applicant with the knowledge and abilities necessary to perform the essential duties of the position.

Special Requirements :

Not applicable.

Preferred Qualifications :

Not applicable.

Knowledge Abilities and / or Skills :

WORKING CONDITIONS :

Work is generally performed in a temperature-controlled office environment. Must be able to work under pressure and adhere to deadlines. Must be flexible with the ability to adapt readily to change. Regular contact with students staff vendors and contractors required.

SUPERVISION EXERCISED :

The position may supervise one part-time student assistant employee.

PAY BENEFITS AND WORK SCHEDULE :

This position is employed through University Student Union (USU). The USU offers an excellent benefits package including Medical Dental & Vision insurance Life Insurance Vacation Sick Leave 14 paid Holidays company sponsored retirement program and more.

The anticipated hiring range will be as follows and is dependent on experience and qualifications :

Hourly : $25.19 - $27.88

Bi-Weekly : $2015.54 - $2230.77

Annually : $52404.00 - $58000.00

The salary range of the position is as follows :

Hourly : Minimum : $25.19 Maximum : $36.70

Bi-Weekly : Minimum : $2015.54 Maximum : $2936.31

Annually : Minimum : $52404.00 Maximum : $76344.00

APPLICATION PERIOD

Applications received through December 16 2025 will be considered in the initial review. Review of applications will begin after this date and continue until the position is filled.

In order to be considered in the initial review applications must be submitted prior to the date listed above. Application submissions received after the initial review date will be reviewed at the discretion of the USU.

HOW TO APPLY

Candidates should apply by completing the on-line application. To submit an application and for more detailed information on the application and hiring process please visit this link : CHECK

A background check (including a criminal records check) must be completed satisfactorily. Failure to satisfactorily complete the background check may affect the status of candidates who apply for the position.

Required Experience :

IC

Key Skills

Fashion Retail,Advisory,DCS,Activex,Jboss,Architecture

Employment Type : Full Time

Experience : years

Vacancy : 1

Yearly Salary Salary : 2015 - 2230