Administrative Support Coordinator

Academic Programs

Job # 549784

Close Date: Monday, October 13, 2025

 

 

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

 

(Job #549784) Administrative Support Coordinator I, Academic Programs ASC, Salary Range: $3,864  - $6,072; Hiring Range: $3,864 - $4,058. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in Academic Programs. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

 

Position Summary:

At the direction of the AVP of Academic Programs, supports the activities of the Academic Programs and its subsidiaries, including planning, initiation, execution, and coordination of clerical activities, such as scheduling, event planning, and procedural operations regarding fiscal and administrative processes.

 

Key Responsibilities:

Academic Programs Administrative Support – 50%

• Serve as primary for maintaining the AVP of Academic Programs' calendar; make and schedule appointments, and events providing real-time scheduling support by preventing conflicts.
• Monitor all incoming and outgoing correspondence in delegated email accounts and route or follow up as appropriate.
• Compose and edit a wide variety of correspondence from draft to final form, ensuring proper formatting and accuracy.
• Coordinate and attend meetings to provide administrative support including agenda creation, recording minutes, Google Drive organization, and managing the logistics of in-person and virtual/hybrid meetings such as room reservations and setup, technology, catering, and other elements as needed.
• Act as Absence Management reviewer for Academic Programs.
• Supporting Academic Program committees and program reviews including ICC, WASC, and GEAR Campus Review, planning, organizing and providing materials for campus outreach and committee meetings.
• Using university processes and Concur software, organize from initiation to completion the AVP of Academic Programs' travel arrangements (and group travel), including processing travel requests, allocating conference registration payments, processing travel approvals, and tracking expenditures.

 

Academic Programs Subsidiary Departmental Support – 10%

• At the direction of the AVP, provide administrative support for the office of Assessment, Curriculum, IDP, and Graduate Studies
• Schedule meetings and make calendar adjustments
• Attend meetings to provide note taking services,
• Track Chancellor’s Office and other relevant deadlines.

 

Event Planning and Implementation – 10%

• Plan and execute events related to Academic Programs, including room reservations, room layout planning, catering requests, communications and marketing, and other pre-event preparation activities.
• In collaboration with the AVP, design and finalize event run-of-show, including communication with all relevant participants.
• Attend events to ensure smooth execution.
• Attend training and maintain skill currency as appropriate to safely and effectively complete assignments.
• Other duties in support of these areas as needed.

 

Department Fiscal Support – 20%

• Reconcile and monitor the Office of Academic Programs expenditures activity for general fund and Advancement trust fund activity. 
• Prepare budget plans, requests, and reports.
• Obtain estimates and make purchases for Academic Affairs, Academic Programs, Assessment, IDP, Graduate Studies and Curriculum using Procard(s), CSUBUY P2P software, and other purchasing methods.
• Prepare payment request forms and monitor invoices, submit monthly University ProCard report using PeopleSoft Finance (CFS), track straightforward financial data, and make simple projections using historical office spending data. 
• Other fiscal duties as assigned.

 

Class Schedule Support - 5%

• Coordinates information to develop the class schedule for estimated 10 to 12 courses each semester by gathering and compiling information, identifying possible problem areas or conflicts, outlines options, coordinates with other departments across campus and recommends solutions keeping in mind the university scheduling policy. 
• Builds the class schedule and lecturer contracts in PeopleSoft. Proofs, corrects and reviews each update as necessary.
• Coordinates room, computer lab and large lecture requests, and schedules via current process.
• Collect schedules and syllabi from faculty each semester, generate office hours list for posting.
• Coordinates files, data, documents and paperwork associated with the implementation of scheduling .
• May assist in course evaluations as needed

 

Other duties in support of these areas as needed. – 5%

 

Knowledge, Skills, and Abilities Associated with this Position Include:

As listed in CSU Classification Standards:

This position requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. The position may require knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

 

As Related to the Major Responsibilities:

• • Experience to be fully functional in all technical aspects of work assignments.
  • Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
  • Thorough knowledge of English grammar, punctuation, and spelling.
  • Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
  • Ability to independently handle multiple work unit priorities and projects.
  • Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
  • Working knowledge of budget policies and procedures.
  • Ability to perform standard business math, such as calculating ratios and percentages, track financial data, and make simple projections.
  • Ability to draft and compose correspondence and standard reports.
  • Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
  • Ability to effectively communicate with a diverse population.
  • Ability to operate hybrid technology systems.

 

Minimum Qualifications:

Entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents, combined with several years of related office work experience.

 

Preferred Qualifications:

• Three years of related work experience, or a technical/vocational program equivalent to graduating from a four-year college or University.
• Familiarity with common business practices, methodology, and analyses. 
• Experience working in a professional office
• Experience working in a higher education environment
• Knowledge of campus systems
• Graduation from a four-year college or University

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on Monday, October 13, 2025.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.  Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

 

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1035
Publication Date:   9/15/2025