College Corps Administrative Coordinator

Summary

Cal Poly Partners is seeking a College Corps Administrative Coordinator to support the Coastal California Civic Leadership Consortium College Corps Program at Cal Poly. The role provides administrative, financial, communications, event logistics, office operations, reporting, and student support coordination while helping maintain program compliance and operational efficiency.

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
• Additional qualifying experience may be substituted for the required education on a year-for-year basis. Four (4) years of additional relevant experience may substitute for the bachelor's degree. Therefore, candidates without a bachelor's degree may qualify with a minimum of six (6) years of progressively responsible, directly related experience in administrative support, program coordination, accounting/financial support, customer service, student services, or a related field
• 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
• Ability to maintain regular and reliable attendance
• 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

Qualifications

Must Haves

• Bachelor's degree from an accredited four-year university
• Minimum two (2) years of office, accounting, or customer support experience
• Additional qualifying experience may be substituted for the required education on a year-for-year basis. Four (4) years of additional relevant experience may substitute for the bachelor's degree. Therefore, candidates without a bachelor's degree may qualify with a minimum of six (6) years of progressively responsible, directly related experience in administrative support, program coordination, accounting/financial support, customer service, student services, or a related field
• 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
• Ability to maintain regular and reliable attendance
• 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

Nice to Haves

• Experience in social media management, marketing, or related fields preferred

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Retirement
• Paid sick leave
• Paid vacation
• 14 holidays
• Employees are eligible to participate in the CP Partners Medical Insurance Plan offered through the California Public Employees’ Retirement System (CalPERS), with HMO and PPO options.
• 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.