UPDATED: March 10, 2023

Working Title: Athletics Administrative Coordinator

Classification Title: Administrative Analyst Specialist Exempt I

Department Name: Athletics

Time Base: Full-time

Pay Plan: 12 month

Bargaining Unit: 9 (CSUEU)

Employment Type: Probationary/Permanent

Salary Range:

• Hiring salary is anticipated at $4,834 per month commensurate with education and experience.
• CSU Salary Range: $4,170 - $7,545 per month

Benefits: Premium benefit package includes outstanding health, dental, and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.

Application Deadline: Open until filled, unless there is a specific close date. A review of applications will begin Tuesday, March 21, 2023. and the review period may end at any time thereafter.

Position Summary:

The Athletics Coordinator provides support to the Athletics Department. The major responsibilities include:

About the California State University Maritime Academy:

Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.

Cal Maritime offers seven baccalaureate degrees in Business Administration, Global Studies and Maritime Affairs, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering, Marine Transportation, and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard, and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.

Major Responsibilities:

Administrative and Clerical Support:

• Provides administrative support for the Athletics Staff and Coaches - including receiving and distributing mail, ordering and maintaining office supplies, setting up and maintaining office files, forms, etc.
• Liasion for all athletics teams and provides updates to the Athletic Director regarding compliance, travel and equipment.
• Research and drafts correspondence for the Athletics Staff; provides proofreading and editing.
• Greets office guests, answers telephone, responds to inquiries and takes messages for department employees.
• Maintains individual/office calendars/schedules. Schedules, arranges, and coordinates meetings as directed.
• Solves a broad range of operational, procedural and administrative problems which may require research, analysis, and evaluation of information.
• Partners with Coaches to track athletes eligibility and provides reports as requested to Athletic Director.
• Provides back-up support when Athletic Directors admin is unavailable.
• Department operations management, including meeting scheduling, 25 Live, pro cards, Share point.
• Monitoring, maintaining, and coordinating compliance matters
• Maintaining, coordinating conference, and regulatory-related filings and submissions
• Coordinating department procurement, distribution, and branding adherence

Financial Services and Budget Administration Support:

• Prepares and maintains records of purchase orders and requisitions for services, supplies, special orders, and institutional memberships.
• Records chargeback revenue and prepares invoices for campus and outside community.
• Monitors budget data; checking expenditures and revenues for accuracy and researching problems.
• Assists with reconciling monthly credit card purchases for department staff in PeopleSoft.
• Processes direct expense reimbursement forms in accordance with campus policies and procedures.
• Gathers and researches data as needed for financial reporting.
• Cashiering and accounting transactions related to Athletic event receipts.
• Creates and maintains spreadsheets in Excel for monitoring expenses.

Travel Coordination:

• Makes travel arrangements for the Athletics department and sports teams including transportation, food and hotel reservations and prepares/processes travel approval and expense claim forms.

Other duties:

• Assist at various athletic events.
• Partners with Coaches to track athletes eligibility and provides reports as requested to Athletic Director.
• Represent the Department of Athletics and Physical Education as the first line of contact
• Assists with game-day preparations
• Leads cadet office assistants
• Other items as assigned

Required Qualifications:

• This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Valid California Driver's License in good standing is required.
• Thorough knowledge of office methods, procedures, and practices.
• Highly proficient in Word, Excel, Outlook, Publisher, PowerPoint, and the Internet.
• Thorough knowledge of correct English grammar, spelling, and punctuation.
• Ability to independently handle multiple work priorities and projects.
• Ability to draft and compose correspondence and standard reports.
• Ability to learn and apply campus infrastructure, policies, and practices.
• Ability to identify and solve standard problems.
• A working knowledge of budgets, accounts, and basic accounting procedures.
• Ability to respond to routine inquiries and explain standard policies and procedures to others.
• Ability to read and write at a level appropriate to the position and follow directions.
• Ability to establish and maintain effective communication and cooperative working relationships within a broad diverse multi-cultural environment, including those at high levels.
• Ability to perform a wide variety of clerical work involving judgment and accuracy.

Preferred Qualifications:

• Completion of sixty (60) units of college level education , AND four years or office management or related work experience that has provided the incumbent with the above knowledge and abilities, OR equivalent combination of education and experience is preferred.

Special Conditions:

Hours of Work/Travel: Must be able to work occasional evenings and weekends to assist with athletic events.

Physical, Mental and Environmental Conditions:

• Light work- involves mainly sitting with up to 25% of activities involving regular standing or walking; involves lifting of medium weight objects limited to 25 pounds.

Background Check: Satisfactory completion of a background check (including a criminal records check, DMV records check, and fingerprinting) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter: 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 revised July 21, 2017, as a condition of employment.

Eligibility to Work: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at:

EEO Statement: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status. Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.

Application Procedure:

Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.