Administration and Public Records Coordinator

Location: Long Beach
Posted on: June 23, 2025

Job Description:

Urgently hiring Administration and Public Records Coordinator in Long Beach! This Jobot Job is hosted by: Kendall Kaing Are you a fit? Easy Apply now by clicking the "Apply Now" button and sending us your resume. Salary: $50,000 - $51,996 per year A bit about us: Our client is ranked as one of the top institutions in the country, No. 1 among ‘national universities’ for promoting social mobility and the most applied-to campus in the California State University system. Located on a 322-acre campus, our client fuels personal transformation and professional accomplishment, enrolling more than 39,000 students annually. Why join us? Benefits Excellent benefits through CalPERS (health, vision, dental), tuition fee waiver, generous vacation and sick leave, and 14 paid holidays each year. Job Details Job Summary This position is under the general direction of the of the Interim Admin Services Manager, VP-DAF & OTP, with significant time also spent working with the Director of Audit, Public Records and Special projects. The incumbent performs a variety of administrative support duties for the Division of Administration and Finance (DAF) office, including Event Services and the Budget & Administration department. The incumbent is also the primary contact for the Office of Audit and Public Records, working with the Director and the Office of General Counsel to gather responsive records and review emails, websites and other confidential documents to respond timely to requests. This position also provides strategic program support involving a variety of employee and labor relations functions within Staff Human Resources. This role grants the incumbent access to management's strategies and positions on collective bargaining negotiations at the employer. Key Responsibilities Administrative Support - for Budget & Administration, DAF Office and VP/CFO, calendar management, meeting scheduling, department procurement and expenditure reconciliation, Oversees website updates and maintenance, assists with development of various communications from the division as needed: Provide office suite coverage including phone, email, and in-person. Public Records Act Request Responses: Work with the Interim ASM, VP-DAF & OTP, the Director of Audit, Public Records, & Special Projects, and the Office of General Counsel to oversee the Campus' and its Auxiliary Organization's obligations under California’s Public Records Act and the McKee Transparency Act, respectively. Event Services Administration: Primary contact for BAAC; receive inquiries for events scheduled in BAAC Conference Room Knowledge Skills and Abilities Must provide excellent customer service to the campus community, vendors, and other outside agencies. Excellent communication skills with the ability to effectively handle a broad range of interpersonal contacts. Must be able to interact in a positive, professional manner with campus community. Proven ability to learn, interpret, apply, and develop a wide variety of university policies and procedures relating to high-level office administration standards, policies, and issues. Ability to research and interpret policy, as required. Thorough knowledge of office systems and ability to use a broad range of technology, systems, and software applications. Proficiency with Microsoft Office Suite (including Excel, Word, PowerPoint) and Canva. Proficiency with Microsoft Outlook, Microsoft Teams and Zoom Video Conferencing to manage calendars, propose and adjust meetings and schedule both one-time and standing meetings with a wide variety of participates both on and off campus. Outstanding grammar, typing, and proofreading skills. Skill in reading Standard English for understanding information (e.g. business correspondence, legal and contract documents and University manuals, policies, procedures and regulations). Strong time management skills including the ability to prioritize assignments to complete work in a timely manner. Flexibility with changes in workload, under pressure of deadlines, competing requirements, heavy workload and constant interruptions. Ability to exercise sound judgment and handle confidential matters with discretion, tact and diplomacy, and to maintain confidentiality of information as needed or to protect the rights of individuals or the University. Ability to work as part of a team through close collaboration with colleagues and coordinate with others. Ability to work effectively and productively as part of a team. Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student, and assist in achieving the university's commitment to a "vision of excellence." Education and Experience Equivalent to three years of administrative support experience required. Bachelor's degree preferred Experience with Drupal or Website hosting platforms preferred. Experience with Peoplesoft HR and Finance applications preferred. Physical Summary Sedentary work - Involves mainly sitting. Walking and standing are minimal. Lifting is limited to lightweight objects. (10 pounds or less). Licenses / Certificates Valid CA Driver's License preferred. Compensation Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources. Interested in hearing more? Easy Apply now by clicking the "Apply Now" button. Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

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