Job Details

California State University, San Bernardino

Administrative Support Coordinator (Administrative Support Coordinator II), University Honors Program - Internal Only Recruitment

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Position Number: 6174320
Location: San Bernardino, CA
Position Type: Administrative Vice Presidents

Administrative Support Coordinator (Administrative Support Coordinator II), University Honors Program - Internal Only Recruitment

California State University, San Bernardino

Job no: 547876
Work type: Staff
Location: Southern California|San Bernardino - San Bernardino Campus
Categories: Bargaining Unit|Unit 7 - CSUEU - Clerical and Administrative Support Services,Job Search Category/Discipline|Administrative,Appointment Type|Probationary,Time Basis|Full Time,Workplace Type (Exclude Inst Fac)|On-site (work in-person at business location)

Under the general direction of the Dean of Graduate Studies and the University Honors College, the Graduate Studies and University Honors College Administrative Support Coordinator (ASC) assists with the execution of regular, procedural aspects of operations. The ASC collaborates with the faculty director and other full-time staff and faculty in planning program strategies and activities, and interfaces with other campus offices when needed to advance them.

Job Summary:

Under the general direction of the Dean of Graduate Studies and the University Honors College, the Graduate Studies and University Honors College Administrative Support Coordinator (ASC) assists with the execution of regular, procedural aspects of operations. The ASC collaborates with the faculty director and other full-time staff and faculty in planning program strategies and activities, and interfaces with other campus offices when needed to advance them.

Duties and responsibilities

Assistant to the Dean of Graduate Studies and the University Honors College

Provide coordination of entire clerical and administrative support to the Dean of Graduate Studies and the University Honors College by maintaining the dean's calendar, scheduling and organizing meetings, taking meeting minutes, communications, and other administrative duties as assigned.

Serve as timekeeper for Graduate Studies and the University Honors College by tracking employee work hours, verifying timesheet accuracy, and ensuring compliance with payroll deadlines and policies.

Apply sound judgment and discretion to assist the University Honors College leadership with faculty recruitment and hiring of faculty to teach for Honors courses by organizing recruitment materials, coordinating the issuance of faculty contracts, and ensuring instructors are in place by the start of each semester.

Ability to independently handle multiple work unit priorities to support the University Honors College leadership with a broad range of operational and procedural administrative tasks. Responsibilities include but are not limited to coordinating communications with prospective students; maintaining accurate admissions records; building Honors courses; troubleshooting any scheduling and Event Management System (EMS) related issues; scheduling, planning, and implementing retreats; assessment and reporting; and maintaining the University Honors College website.

Collaborate with the University Honors College Student Services Professional (SSP) to address course scheduling issues, holds, and course permits by applying policy knowledge to recommend suitable solutions.

Graduate Studies and University Honors College Administrative Coordination

Under the general direction of University Honors College leadership, analyze budgetary data and make accurate projections requiring some inference. Responsibilities include, but are not limited to, coordinating procurement, travel, and processing of payments; handling procard and direct expenditures; reviewing faculty stipends; tracking purchase orders; ensuring purchases are completed accurately and in a timely manner on a regular and as-needed basis for Graduate Studies and the University Honors College.

Support the University Honors College leadership by coordinating the front desk operations, ensuring coverage; arranging student assistant scheduling; handling duplicate requests to Printing Services; and scheduling the use of student computer stations to ensure efficient program operations.

Assist University Honors College staff with events by supporting the organization, promotion, and implementation of events, programs, workshops, and information sessions for current and prospective University Honors College students, including those sponsored by the Office of Admissions and Student Recruitment to meet programmatic goals.

Collaborate with the faculty director and University Honors College SSP to communicate with current and prospective University Honors College students by utilizing Element 451.

Miscellaneous Duties

Operate all office machines and equipment as required
Provide lead work direction to student assistants in maintaining supply storage.
Perform other classification related duties as assigned.

Minimum Qualifications:

High School diploma or its equivalent
5 (five) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications:

Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects

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 coordinating 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: $4,058 per month

Classification Salary Range: $4,058 - $6,653 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:

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.

This position is a "designated position" in the California State University's Conflict of Interest Code. The scope of responsibilities for this position includes making or participating in decisions that may have a material financial benefit to the incumbent. Therefore, the individual holding this position is required to file an initial Conflict of Interest: Statement of Economic Interests ("Form 700") within thirty (30 days) from the date of hire and on an annual basis. In addition, the individual holding this position must complete the required conflict of interest training within thirty (30) days of their appointment and at least once during each consecutive period of two calendar years following the appointment, subject to the Fair Political Practices Commission regulations.

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

The application deadline is: May 08, 2025

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 is 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.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

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://apptrkr.com/get_redirect.php?id=6174320&targetURL=This position is a "designated position" in the California State University's Conflict of Interest Code. The scope of responsibilities for this position includes making or participating in decisions that may have a material financial benefit to the incumbent. Therefore, the individual holding this position is required to file an initial Conflict of Interest: Statement of Economic Interests ("Form 700") within thirty (30 days) from the date of hire and on an annual basis. In addition, the individual holding this position must complete the required conflict of interest training within thirty (30) days of their appointment and at least once during each consecutive period of two calendar years following the appointment, subject to the Fair Political Practices Commission regulations.

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

The application deadline is: May 08, 2025

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 is 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.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

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://apptrkr.com/get_redirect.php?id=6174320&targetURL=Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

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 benefits@csusb.edu.

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

Applications close: Fri, 09 May 2025 06:55:00 GMT

To apply, please visit: http://careers.pageuppeople.com/873/sb/en-us/job/547876