Wellness Administrative Coordinator

Comparable: Confidential Administrative Support I

Department: Wellness Operations

Direct Supervisor: Assistant Executive Director, Wellness & Recreation

Supervisory Position:

Yes 

FLSA Classification:

Non-Exempt (Hourly)

Position Classification:

Staff

Time Base:

Full-Time

Summary:

This multifaceted role provides critical administrative, project coordination, and data management support to the Assistant Executive Director, Wellness & Recreation. Responsibilities encompass a range of tasks, from scheduling and record-keeping to project coordination, strategic planning support, budget reconciliation, and event logistics.

Essential Duties and Responsibilities:

Administrative Support

• Provide comprehensive administrative and clerical support to the Assistant Executive Director (AED), Wellness & Recreation, including managing correspondence, scheduling meetings, coordinating travel, preparing agendas and meeting materials, processing procurement requests, and tracking budgets.
• Serve as a primary point of contact for inquiries by answering and screening incoming calls and directing individuals to the appropriate department or staff member.
• Manage and maintain the AED calendar, appointments, and scheduling needs. Assist with the coordination of organization and cross-departmental initiatives.
• Provide administrative support as needed Director of Student Recreation Center, Wellness Director and the Pantry and Centralized Basic Needs Hub.
• Coordinate travel arrangements for the AED, Director of Wellness, Director of the Student Recreation Center, and Director of The Pantry and Centralized Basic Needs Hub as needed.
• Ensure administrative records are retained in accordance with organizational policies and applicable record-retention requirements.
• Coordinate the purchase and inventory of office and event supplies and assist with the maintenance of office equipment for supported departments as needed.
• Submit and follow up on marketing, IT, and facility work orders on behalf of the AED.
• Assist in maintaining a professional, customer-service-oriented, neat, and organized office environment.
• Provide administrative support for ASI Student Wellness Initiative (ASWI) planning, implementation, and action meetings, including scheduling, agenda preparation, meeting materials, and follow-up.

Financial and Budget Support

• Prepare and process purchase orders, check requests, invoices, and other documentation related to office and program expenditures.
• Create, track, and maintain budget records for the AED's area of responsibility.
• Monitor expenditures, maintain supporting documentation, and assist with budget reconciliation and reporting with accounting office for the AED.
• Support division directors with invoices, check requests, procurement, and other financial processes as needed.
• Coordinate with appropriate staff to ensure purchases comply with organizational policies and established procedures.

Project Coordination and Support

• Coordinate projects and initiatives for the AED, including scheduling meetings, organizing tasks, monitoring action items, and ensuring timely follow-up.
• Collaborate with staff across departments to support project completion, facilitate group activities, and maintain effective communication.
• Assist with ASWI projects, including meeting coordination, agenda preparation, project tracking, and follow-up on assigned action items.
• Support division programs, special events, promotional activities, and other organizational initiatives.
• Assist with procurement and logistical coordination related to projects and programs.

Research and Data Management

• Conduct research and gather information from a variety of sources to support division programs, projects, and decision-making.
• Compile, organize, and format information for presentations, reports, summaries, and recommendations prepared for the AED.
• Maintain accurate and confidential records, data, and supporting documentation.

Planning and Collaboration

• Coordinate information and resources across multiple departments in support of strategic-planning efforts.
• Serve as a liaison among staff and departments to promote open communication, meaningful collaboration, and timely completion of shared initiatives.
• Provide coordination, administrative support, and follow-up for strategic priorities as directed by the AED.

Event and Logistics Management

• Assist with the planning and coordination of Wellness & Recreation division meetings, programs, events, and functions. Some evenings and weekends are required for special events.
• Coordinate event logistics, travel arrangements, vendor communication, supplies, scheduling, and related administrative needs.
• Support the execution of events and ensure appropriate follow-up and documentation.

General Professionalism and Compliance

• Provide administrative support to the Corporate Leadership Team as needed.
• Follow all established safety procedures and attend required safety meetings and training.
• Maintain compliance with organizational policies, procedures, and applicable regulations.
• Support the organization's diversity, equity, and inclusion goals through professional conduct, service delivery, and workplace interactions.
• Maintain confidentiality and exercise sound judgment when handling sensitive information.
• May assist with supervising student assistants and provide guidance related to administrative assignments, procedures, and workplace expectations.

Supervisory Duties:

Directly Supervises: 1-2 administrative student assistants supporting divisional operations.

• Recruit, interview, hire, train, schedule, and supervise administrative student assistants supporting divisional operations. Assign and prioritize work, communicate performance expectations, monitor work quality, and conduct performance evaluations.

This role has the authority to perform or effectively recommend the following functions for the employees listed above:

• Make decisions on hiring, terminating, or effectively recommend such actions.
• Assigning work, designating tasks, or giving significant duties to employees using independent judgment and discretion.
• Reward or discipline employees, including issuing written warnings, or making recommendations for promotions or disciplinary action.
• Direct employees by deciding which employees will perform a task and the order in which tasks are completed using independent judgment and discretion and often considering the individual employee’s skills and aptitudes.
• Adjust employee grievances.
• Authority to transfer, suspend, lay off, or recall employees, which includes managing time off requests and leaves of absence.

This role is held accountable for the performance of the employees they supervise and if employees under the coordinator’s supervision have performance failures, that may lead to a negative impact on the coordinator’s employment with ASI.

Minimum Education and Experience Requirements:

• Bachelors degree in Business Administration, Public Administration, Communications, or a related field, or equivalent combination of education and two years of experience in an administrative or project coordination role.
• Experience with data analysis and reporting tools.

Preferred Education and Experience Requirements:

• Experience in a college or university campus environment is highly desirable.

Knowledge, Skills, and Abilities:

• Administrative Procedures: Understanding of general office procedures, record-keeping best practices, travel arrangements, and expense tracking.
• Project Management: Familiarity with project coordination methodologies, task-tracking tools, and meeting-facilitation techniques.
• Data Management: Knowledge of data collection, analysis, and presentation tools, including Excel and PowerPoint.
• Asset Management: Understanding of inventory control, asset-tracking systems, and procurement processes.
• Safety and Compliance: Awareness of relevant safety regulations and organizational policies.
• Communication: Excellent written and verbal communication skills, including the ability to interact effectively with diverse stakeholders.
• Organization and Time Management: Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Problem-Solving: Ability to identify and resolve issues proactively and independently.
• Technical Proficiency: Proficiency in Microsoft Office Suite or similar productivity software. Experience with asset-management or project-management software is a plus.
• Research and Analysis: Ability to gather information from various sources, analyze data, and present findings clearly.
• Adaptability: Ability to thrive in a fast-paced environment with shifting priorities.
• Collaboration: Strong teamwork and interpersonal skills, with the ability to build and maintain relationships across departments.
• Attention to Detail: Meticulous attention to detail to ensure accuracy in all tasks.
• Initiative: Self-motivated and proactive, with the ability to take ownership of projects and tasks.
• Strategic Planning: Experience contributing to strategic-planning processes or initiatives.
• Event Management: Skill in coordinating logistics for events and meetings.
• Diversity, Equity, and Inclusion: Knowledge of and commitment to promoting diversity, equity, and inclusion principles in the workplace.

Core Competencies:

• Organizational and Administrative Skills
• Project Coordination
• Data Management and Analysis
• Communication, Problem-Solving, and Initiative
• Adaptability
• Attention to Detail
• Strategic Thinking
• Customer Service Orientation
• Event Planning and Logistics
• Safety and Compliance

Additional Requirements:

Work Environment:

• Work is primarily performed in an office setting with extended computer use.
• Occasional exposure to varying indoor and outdoor environments.
• Interaction with a wide range of stakeholders.
• Participation in off-campus or after-hours events, meetings, or retreats may be required.

Typical Physical and Mental Requirements:

• Sitting and standing for extended periods: The role involves significant computer work and meetings, requiring sustained sitting or standing.
• Walking and climbing stairs: Moving around campus, attending events, and potentially using stairs regularly.
• Lifting and carrying moderate weight: This may include lifting and carrying materials for presentations, events, or production activities weighing no more than 30 lbs.
• Dexterity and fine motor skills: Operating computer equipment, handling small objects, and performing tasks requiring hand-eye coordination.
• Visual and auditory acuity: Effective communication and interaction in various settings require good vision and hearing.
• ASI is committed to working with qualified individuals with disabilities to identify and implement reasonable accommodations that would allow them to perform the essential functions of the position. Individuals who require accommodation should notify the hiring manager during the application process or upon accepting an offer of employment.

Special Requirements:

• Employment is contingent upon a satisfactory employment history and criminal background investigation.
• May be required to drive occasionally. A valid driver's license and current automobile insurance must remain on file, and the employee must meet CSURMA driving standards.
• Required to serve as a Mandatory Reporter and sign the ASI Mandatory Reporter Form.

Associated Students Inc., CSUF, is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information, or any other status protected under federal, state, or local law.