Graduate Admissions Coordinator (Administrative Support Coordinator I), Graduate Studies - INTERNAL RECRUITMENT ONLY

 

*Internal Recruitment Only*

 

Job Summary:

The Graduate Admissions Coordinator provides administrative support and is responsible for coordinating the application process for graduate programs at CSUSB. This involves ensuring that applications are complete, processing applications, evaluating applicant transcripts, determining eligibility for specific programs, maintaining student records, providing student services, and performing general office support tasks.

Duties and responsibilities

Graduate Application Downloading/Processing:

• Ensure applications are complete by communicating with applicants and coordinating the intake of any missing application materials.

• Maintain the intake of official transcripts.

• Process applications.

Graduate Admissions Review Process:

• Utilize Web AdMIT/CSU Apply to initiate the transcripts review process to determine eligibility for program coordinator.

• Review academic records against criteria for degree programs.

• Ensure the relevance and value of credit and standing for status, majors, minors, and specializations.

• Review graduate requirement exams and prepare for program coordinator review.

• Check accreditation of other higher education institutions.

• Prepare the Graduate Summary Work Sheet detailing all degree and demographic information pertaining to each graduate student applicant.

Student Admitting and Record Maintenance:

• Monitor Web AdMIT/CSU Apply dashboard for queued student applicant changes, including but not limited to Major / Concentration updates, Corrections, Academic Plan/Program, and other changes.

• Collaborate with the campus Registrar to coordinate student record updates.

• Determine if additional information is needed from student applicants to assess eligibility.

• Update PeopleSoft status in conjunction with Web Admit and OnBase.

• Matriculate students into accepted status, facilitating the distribution of student acceptance letters.

• Communicate appeal information to program coordinators.

• Follow-up with program coordinators regarding pending student status.

Receptionist Duties:

• Respond to routine and non-routine student inquiries involving general admission information.

• Maintain the Grad Admissions e-mail.

• In person, email or via telephone, provide interpretations and explanations of requirements to student applicants, CSU degree requirements, course equivalents, alternatives, and options open to a student in qualifying in different majors, and degrees or academic goals.

Office Support:

• Place office supply orders monthly.

• Initiate purchase requisitions, as needed.

Other classification-related duties as assigned.

 

Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent AND three (3) 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

• A bachelor’s degree from an accredited four-year college or university in a related field.
• Preferred experience includes working in higher education, admissions offices, administrative/student services roles, or a related field.
• Comprehensive understanding of the admissions process, covering application prerequisites, deadlines, and selection criteria.
• Proficiency in using office software, databases, and CRM systems is important for managing applicant information and communications.
• Ability to rapidly grasp new office support technologies and software applications.
• Attention to detail, ensuring precision in admissions processing.
• Provide excellent customer service to prospective students, answering their questions, and guiding them through the application process.
• Strong verbal and written communication skills.
• Ability to effectively communicate with prospective students, faculty, staff, and other stakeholders.
• Robust interpersonal skills for relationship building and collaborative teamwork.
• Independently handling simultaneous priorities and projects spanning multiple work units.

 

Compensation and Benefits:

Anticipated Hiring Range: $3,680 - $4,008 per month

Classification Salary Range: $3,680 - $5,783 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 15 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/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.    

This is an 'On-Campus Only' Recruitment.  Qualified applicants must be current employees of CSUSB.

The application deadline is April 26, 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.

 

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 CSUSB Benefits 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