Administrative Coordinator JO#6478

Job Description and Duties

RESPONSIBILITIES

• Monitor program budget. Establish program budget based on prefixed guidelines set by department supervisor and manager; monitor expenditures and notify management if/when costs will exceed budget allotment

• Prepare chart of program faculty for use on registration website and in confirmations

• Communicate with faculty on deliverables due per established program timeline, assist with registration and lodging/travel needs

• Receive pre-course surveys and ensure on-site distribution and post-program receipt from participants

• Prepare and submit information (program overview, financial information, faculty information, agenda, etc.) to registration to enable website development

• Monitor and manage course enrollment and communicate to stakeholders

• Collaborate with content partner to define nature and scope of program

• Monitor room block and provide meal count guarantees

• Determine and oversee printing and/or electronic delivery methods

• Oversee all program publicity and communication milestones

• Coordinate submission of information for posting to online calendar and event detail page.

• Enter all purchases associated with program (hotel, caterings, contract faculty, etc.) into the Fi$Cal system to generate purchase order. Apply appropriate project codes

• Some travel required

Working Conditions

The Judicial Council strives for work-life balance, including substantial vacation and holiday time. In addition, we offer an excellent benefits package, including pension, medical, dental, and vision coverage, flexible spending, up to $130 per month reimbursement for qualifying commuting costs, and retirement savings plans. In San Francisco, the office is only a 7-minute walk from the downtown Civic Center BART station. In Sacramento, the office is minutes from downtown, just north of Discovery Park.

The Judicial Council offers hybrid work arrangements for many positions. The successful candidate will be expected to work in person at the Judicial Council’s San Francisco or Sacramento office at least two days per week, based on their office leader’s direction, and reside in the areas surrounding these locations.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

MINIMUM QUALIFICATIONS

Three (3) years of administrative support experience including some experience in area(s) of

assignment (such as accounting, writing/editing, database/spreadsheets, direct support to upper

management, etc.).

OR

Associate’s degree, preferably in area(s) of assignment, and one (1) year of administrative support

experience including some experience in area(s) of assignment (such as accounting, writing/editing,

database/spreadsheets, direct support to upper management, etc.). Additional directly related

experience and/or education may be substituted on a year-for-year basis.

OR

One year as an Administrative Specialist, Facilities Specialist, or Fiscal Services Specialist with the

Judicial Council of California or one year of experience performing the duties of a class comparable

in the level of responsibility to that of an Administrative Specialist, Facilities Specialist, or Fiscal

Services Specialist in a California Superior Court or California state-level government entity.

OTHER

Please note, if you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required.

Benefits

HOW TO APPLY

This position requires the submission of our official application, responses to the supplemental questions, and a resume. This position will remain Open Until Filled. To ensure consideration of your application for the earliest round of interviews, please apply by August 22, 2025.

To complete an online application, go to job opening #6478 at courts.ca.gov/careers.htm

The Judicial Council provides reasonable accommodation to applicants with disabilities who request such accommodation. Reasonable accommodation needs should be requested through Human Resources at (415) 865-4260.

PAYMENT & BENEFITS

$5,760 - $8,063 per month

Some highlights of our benefits package include:

• Health/Dental/Vision benefits program

• 14 paid holidays per calendar year

• Choice of Annual Leave or Sick/Vacation Leave

• 1 personal holiday per year

• Up to $130 per month reimbursement for qualifying commuting costs

• CalPERS Retirement Plan

• 401(k) and 457 deferred compensation plans

• Employee Assistance Program

• Basic Life and AD&D Insurance

• FlexElect Program

• Pretax Parking

• Long Term Disability Program (employee paid/optional)

• Group Legal Plan (employee paid/optional)

The Judicial Council of California Is an Equal Opportunity Employer.

Benefit information can be found on the CalHR website and the CalPERS website.

Supplemental Questions

Supplemental Questions

To better assess the qualifications of each applicant, please provide a response to the following questions. Your answers should not exceed a total of three pages.

1. Why are you interested in the position?

2. Please indicate your level of proficiency with MS Excel, Outlook, and Word as beginner, intermediate, advanced, or none. Please specific how you have used advance features in each software.

3. Describe your experience in leading the coordination of a complex meeting and/or conference. Please include the size of the meeting/conference and the complexities involved in coordinating the event.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is optional. It may be included, but is not required.