Office Operations Coordinator

The Beach • Long Beach, CA

14h • Onsite

About The Position

Join the vibrant community at California State University, Long Beach (CSULB)! Located just three miles from the Pacific Ocean, CSULB offers an inspiring workplace and an exceptional Southern California lifestyle. Our 322-acre campus, one of the largest in the CSU system—serves more than 42,000 students and is known for its commitment to student success, innovation, and impactful academic and research initiatives. As a member of the CSULB community, you’ll experience a dynamic environment filled with cultural landmarks, collaborative energy, and opportunities to make a meaningful difference. Work-life balance thrives here. Long Beach blends coastal relaxation with urban vibrancy, offering miles of beaches, year-round sunshine, a thriving arts and food scene, and convenient access to both Los Angeles and Orange County. It’s an ideal place to grow your career while enjoying everything Southern California has to offer. Job Summary The Office Operations Coordinator serves as the primary on-site operational and administrative support for the Division of University Relations & Development. The role provides fiscal operations support by coordinating statewide and local travel and processing travel, hospitality, gift, and staff reimbursement requests in compliance with CSU policies, while also ensuring efficient front-office operations, workspace readiness, and day-to-day administrative functions. The position supports facilities, meetings, and senior leadership and provides division-wide administrative services to maintain a safe, organized, and effective work environment.

Requirements

• Strong verbal and written communication skills to interact professionally with faculty, staff, students, visitors, vendors, and executive leadership.
• Proficiency with Microsoft Office and database systems (Word, Excel, PowerPoint, Outlook, Advance Web or equivalent) to prepare correspondence, reports, donor letters, and meeting materials.
• Ability to quickly learn and use new systems (e.g. EMS, ticketing, scheduling platforms) to support room scheduling, events, and administrative workflows.
• Strong organizational and time management skills to independently prioritize multiple tasks, meet deadlines, and support daily operations in a fast-paced environment.
• Ability to interpret and apply policies and procedures to ensure accurate processing of administrative, travel, financial, and operational requests.
• Problem-solving and troubleshooting skills to resolve facilities, equipment, access, and on-site operational issues in real time.
• Customer service orientation to provide responsive, courteous, and solution-focused support to internal and external stakeholders.
• Attention to detail and accuracy to ensure correctness in reimbursements, records, scheduling, and administrative documentation.
• 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."
• Equivalent to four years of administrative support experience required.
• Driver license required

Nice To Haves

• Experience in fiscal and/or office coordination is preferred.

Responsibilities

• Provide fiscal operations support including but not limited to: coordinating statewide and local travel and process travel, hospitality, gift, and staff reimbursement requests in compliance with CSU policies, reviewing documentation for accuracy prior to Assistant Vice President approval.
• Serve as the primary on-site administrative support for University Relations & Development by coordinating daily operations, workspace readiness, parking, mail and deliveries, office equipment and supplies, and providing support for meetings, and luncheons including setup, food pickup, troubleshooting, and breakdown.
• Provide administrative support to senior leadership.
• Prepare and process regular donor acknowledgements on behalf of the AVP of Development, including mail merges and related correspondence.

Benefits

• Generous Paid Time Off : Up to 24 vacation days per year (based on employee group and/or service), 14 paid holidays, and 12 sick days annually with unlimited accrual.
• Comprehensive Health Coverage : A variety of medical, dental, and vision plans to suit your needs.
• Retirement Plans : Participation in CalPERS defined benefit plan and access to voluntary savings plans like 403(b), 401(k), and 457.
• Educational Benefits : Tuition fee waivers for employees and eligible dependents.
• Employee Assistance Program (EAP) : Confidential counseling and support services for employees and their families.
• Additional Perks : Access to wellness programs, professional development opportunities, and various insurance options including life, disability, and pet insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed