Administrative Support Coordinator (Administrative Support Coordinator I), CEGE Dean's Office

Job Summary:

Under general supervision, the incumbent makes independent decision on the day to day operations and provides coordination of the clerical and administrative duties in support for the Dean’s office. The incumbent serves as the primary human resource contact for student hiring, and timekeeping purposes.

Responsibilities include, but are not limited to:

• Answer routine telephone and walk-in inquiries from students, instructors, campus staff and off-campus community and direct calls or visitors to appropriate staff member and/or department.
• Maintain golf cart check out log. Update STD 261 forms annually. Keep defensive driving log current. Put in work orders for general maintenance and inspections of golf cart.
• Provide general maintenance and regular visual office checks to maintain a professional appearance of the Dean’s office.  Maintain supply and copy areas including, but not limited to, maintain magazine racks, refill copy paper, order office supplies, manage inventory of dean’s office gifts, college envelopes, and dean’s letterhead.
• Duplicate, scan and fax necessary items for staff and file in designated areas, make deliveries to college departments/programs and run errands for staff.
• Maintain our tracking system for logging documents being routed to other departments and follow-up as needed. Upon receipt of fully executed documents (MOA, MOU), log information, and add expiration dates to Dean's calendar. Scan, and file CEGE’s original copy and FedEx documents to partners as needed.
• Assist with internet research projects, and direct needs under the Dean’s direction.
• Print and review invoices from Printing Services, distributing them to MPPs for approval, then filing.
• Give and remove staff access to printing services codes.
• Create Facilities work orders.
• Responsible for coordination of mobile device accounts through the Telecommunications Network and Services (TNS) department and all other phone or email work requests.
• Responsible for ordering IT equipment for departments as requested, including, but not limited to, requesting quotes, approvals, preparing software/equipment approval form, ensuring products are ordered by IT.
• Complete and submit travel requests and reports for the Dean through Concur. Assist in scheduling/planning travel itineraries and prepare documents as needed.
• Update and distribute extension and email lists and organizational charts for the College.
• Hold a Procurement card for necessary dean’s office and college purchases. Reconcile monthly Procard statements for each card holder, then file and submit them to Purchasing Department.
• Assist with the Dean’s calendar, scheduling meetings and events. Provide minute taking in the Executive Assistant’s absence.
• Perform administrative duties in support of work unit operations and coordinating work activities including: setting up and maintaining office procedures related to a specific academic program or administrative office; developing documents involving the use of software features such as charts, tables and graphics.
• Provide lead work direction and coordinating unit work flow.
• Performing administrative duties and/or project work and coordination related to programs, policies, and procedures
• Organize and arrange special events and related activities.
• Provide administrative support to a variety of programs or events initiated by the Dean’s office and by other major programs units of the College including ,but not limited to, college-wide meetings, delegations of high international officials, student programs and community partner visits.
• Create and maintain the college events and programs from beginning to end, including but not limited to contacting program guests, ordering catering, creating agendas, preparing tent cards, room set-up and clean up, assisting in transportation and campus tours, ordering parking passes and coordinating with building coordinator.
• Assist with hospitality and direct expenditure forms and other accounts payable forms/documents for meetings/events in the Dean’s office.
• Maintain documentation related to confidential matters, sensitive investigations and proprietary information.
• Responsible for all timekeeper and absence management duties.
• Responsible for hiring and training student assistants for the dean’s office. Create job posting through HANDSHAKE. Set up campus interviews. Ensure students meet eligibility requirements, complete hiring paperwork, and submit background check requests, when applicable.
• Prepare student listings and send out monthly reminders to supervisors to submit student timesheets.
• Forward payroll notifications to CEGE staff, as needed.
• Assist with scheduling staff interviews, zoom links, create calendar invites to interview committees.
• Assist in Onboarding process for new or newly promoted staff members (Order business cards, submit CIA requests, submit phone change requests, and submit key requests to Facilities, update logs, email Defensive Driving instructions, etc.)
• Prepare and scan documents for new hire personnel packets.
• Create conventional or automated file records and systems. Administers purging, retention, and protection of computer files and conventional records.
• Following up with hiring manager for timely submission of evaluations and signed position descriptions.   
• Responsible for maintaining and distributing alarm codes for the CGI offices and Yasuda Building as well as submitting key request cards for the issuance of keys for all appropriate staff, or instructional employees.
• Assist the Building ASC when absent or needs assistance.
• Other classification-related duties as assigned .

Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Preferred Qualifications

• PeopleSoft experience, preferred.
• Thorough knowledge of office methods, procedures, and practices.
• Fluency in using standard office software packages.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
• Demonstrated competence in effectively presenting standard information in writing.
• Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.

Compensation and Benefits:

Anticipated Hiring Range: $ 3,505 - $ 3,764 per month

Classification Salary Range: $ 3,505 - $ 5,508 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

 

Position Information:

Work status: Full-time/Non-Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.         

Staff: The application deadline is: Tuesday, January 23, 2024.

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

 

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) 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.

Drivers License Check

Possession of a valid Driver's License is required.  Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

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 as a condition of employment.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

 

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact Nora Jean Fernandez, ADA Manager at [email protected]

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/ .

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act