Administrative Support Coordinator (Administrative Support Coordinator II), FTO - VP Office Admin

Job Summary:

Under the direct supervision of the Operations Manager, the Administrative Support Coordinator, will serve as the primary department contact, support all front office operations and responding to inquiries in a pleasant, customer service-oriented manner and in a timely fashion. The incumbent will support the Vice President/CFO, Manager of Operations, Chief Data Officer, and Executive Director for Audit and Advisory Services with administrative tasks, research, report generation, and communication with internal and external partners, ensuring policy adherence and efficient operations across the division.

Duties and responsibilities:

Administrative Support:

• Provide administrative and analytical support to the Vice President/CFO, Manager of Operations, Chief Data Officer, and Executive Director for Audit and Advisory Services.
• Serves as the Office Lead, coordinating all front office operations, answering telephones, greeting guests, directing them to the appropriate department personnel, and liaising with internal and external partners of the university.
• Maintain complex calendars, coordinate meetings, record minutes, maintain action items, and keep current records of all reports and assignments.
• Independently prepare routine and non-routine correspondences utilizing good judgment.
• Organize and maintain a file/records system; perform data entry and duplicate materials.
• Assist in development, implementation, and maintenance of office systems and procedures, such as inventory management and filling systems, using technology to improve efficiency and organization in office operations.
• Coordinate and update the department and division websites.

Travel Arrangements & Financial Support

• Coordinate the performance of secretarial and administrative work in a complex and higher-level administrative office.
• Prepare travel arrangements for the Office of the Vice President, Chief Data Officer, and Executive Director of Audit and Advisory Services.
• Process travel expense claims in a timely manner.
• Complete and submit hospitality claims
• Prepare and process requisitions, purchase orders, reimbursements, and payment requests.
• Assist the Senior Manager, Budget and Resource Planning as needed.

Event Coordination

• Organize and coordinate special events hosted by the Office of the Vice President, Office of Institutional Research and Analytics, and Office of Audit and Advisory Services.
• Process event paperwork, such as invoices, hospitality forms, and backup documentation, to ensure timely vendor payment.
• Create and distribute event announcements and invitations and collect responses. Update and maintain the guest list.
• Reserve rooms and place catering orders
• Coordinate scheduling of the conference room.

Special Projects

• Provide support, as needed, to divisional projects, initiatives, and reports.
• Assist the Manager of Operations with public records requests.

Student Assistant

• Assist with work direction to the FTO VP Office student assistants. Support student assistant recruitment, onboarding, training, and the assignment of daily tasks appropriate for the student job classification.
• Serve as the timekeeper for the student assistant position(s). Coordinate schedules to ensure maximum efficiency while adhering to guidelines and regulations set forth by Human Resources-Student Employment.
• Review and submit student timesheets for approval and processing.
• Provide student performance recommendations by planning, monitoring, and appraising assigned tasks and coordinating monthly one-on-one discussions.

Other Classification-Related Duties as assigned

Minimum Qualifications:

• High School diploma or its equivalent
• Five (5) 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:

• Working Knowledge of budget policies and procedures
• Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those of a sensitive nature, is required, along with the ability to work cooperatively with a diverse group of people.

Compensation and Benefits:

Anticipated Hiring Range: $4,058 - $4,200 per month

Classification Hiring 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, Temporary

This position classification has been defined as non-exempt and is subjected to overtime provisions of the Fair Labor Standards Act (FLSA).

Application Deadline : October 10, 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.

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 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

The work may require the ability to work overtime, weekends, and holidays; rotating night, evening, and day shifts; non-standard (8, 10 and 12-hour) shifts and flexible, non-standard workweeks per departmental staffing rules.

Advertised: Sep 26 2024 Pacific Daylight Time
Applications close: Oct 10 2024 Pacific Daylight Time

Closing Date/Time: 2024-10-10

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• California State University, San Bernardino (CSUSB)

• (909) 537-4388

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