Note: The job is a remote job and is open to candidates in USA. Cal Poly Partners supports Cal Poly’s Leadership & Service area and its College Corps program, which develops student leadership and service opportunities. The Administrative Coordinator provides administrative, financial, communications, event logistics, office operations, and compliance support while coordinating with students, partner campuses, host agencies, and other stakeholders.
Responsibilities
- Coordinate administrative functions of the Coastal California Civic Leadership Consortium College Corps program at Cal Poly, for its student fellows, consortium and community host partners
- Provide financial support to Assistant Director, and Administrative Analyst in processing invoices for payment (Accounts Payable), Deposits (Accounts Receivable), reconcile P-card for payment request and prepare travel claims for reimbursement/payment
- Reconcile vendor statements to paid/outstanding invoices
- With support from the College Corps Administrative Analyst and Coordinator team, Lead planning and logistics for annual College Corps events: space reservations, scheduling, communications, hosting, registrations, day-of logistics
- Serve as primary contact to California Volunteers event contractors: coordination of regional Mid-Year event
- Assist the Administrative Analyst to recruit, train and supervise student assistants for the Coastal California Civic Leadership Consortium
- Develop and implement social media content calendars aligned with program goals
- Create engaging posts and graphics for various platforms (e.g., Facebook, Twitter, Instagram)
- Monitor social media channels for engagement opportunities and respond to inquiries
- Coordinate the development of marketing materials such as flyers, newsletters, and digital campaigns
- Coordinate promotional activities to raise awareness and participation in program initiatives in collaboration with divisional marketing specialists and utilizing campus brand guidelines
- Maintain office operations; order and stock supplies, inventory control, coordinate facility maintenance needs, mail distribution, and organization of file system and access
- Ensure office equipment is operating and properly maintained, arrange for necessary maintenance/repairs as needed
- Coordinate distribution and collection of program materials across campus departments and partner sites
- Schedule meetings, prepare agendas, and document key takeaways and follow-up actions
- Serve as a point of contact for inquiries related to member placements, site logistics, and program operations, consulting with leadership on complex or sensitive issues
- Assist the Administrative Analyst/Coordinator team, as needed with HR functions related to the recruitment, hiring, onboarding, evaluation, and timekeeping of College Corps students
- Perform other job-related duties and special projects as assigned
- Attend training and maintain skill currency as appropriate to safely and effectively complete assignments
Skills
- Bachelor's degree from an accredited four-year university
- Minimum two (2) years of office, accounting, or customer support experience
- Excellent computer skills including Microsoft Word and Excel, Adobe Create Suite and social media platforms
- Ability to prioritize, plan, organize, and meet timelines
- Ability to manage tasks, train, and evaluate the performance of assigned personnel
- Ability to establish and maintain cooperative and effective working relationships with others
- Excellent verbal and written skills and the ability to interface with all levels of staff at each partner agency, including the campus presidential level, the Office of the Governor of the State of California, university community, including students, faculty and staff, and the public
- Interpersonal skills using tact, patience, and courtesy
- A background check is required for all regular benefited positions
- Ability to maintain regular and reliable attendance
- 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 CSU Executive Order 1083 as a condition of employment
- Hearing and speaking to exchange information in person or on the telephone
- Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator
- Seeing to read a variety of materials
- Sitting or standing for extended period of time
- Physical agility to lift 20 pounds to shoulder height
- Physical agility to lift, carry, push, or pull objects
- Experience in social media management, marketing, or related fields preferred
- Minimum of five years of professional experience in one of the student services program areas or in a related field (graduate degree may be substituted for up to two years of the required experience)
Benefits
- Medical insurance
- Dental insurance
- Vision insurance
- Life insurance
- Retirement
- Paid sick leave/vacation
- 14 holidays
- Employees are eligible to participate in the CP Partners Medical Insurance Plan offered through the California Public Employees’ Retirement System (CalPERS).
- Employees have different plans from which to choose including HMOs and PPOs.
- The coverage includes the employee, his/her dependents, or domestic partner.
- The CP Partners cover a large portion of the medical premium for the employee and eligible dependents.
- All employees are members of the California Public Employees’ Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.
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