Program Support Coordinator (Administrative Support Coordinator II), College of Extended and Global Education - Professional and Continuing Education (PACE)

Job Summary:

Provide entire clerical and administrative support to the Professional and Continuing Education (PaCE) department by supporting PaCE programs, leadership, and project coordination.

Duties and responsibilities

Administrative Duties:

• Under general direction, independently coordinate and perform entire clerical and administrative aspects of PaCE educational programs.
• Carefully enter, maintain, and report data from a Client Relationship Management (CRM) platform.
• Utilize expertise in office software packages, technology, and systems to facilitate program support, serve as a resource for CEGE colleagues, and explore new technologies that support the college’s needs.
• Contribute to the creation, review, and updating of Knowledge Base articles on processes and forms for team use.
• Perform procurement functions including not limited to making purchases and generating purchase requisitions.
• Utilize comprehensive knowledge of university policies and procedures to provide student services support for all PaCE programs, including coordination of student registration.
• Coordinate and schedule rooms, hospitality, and meetings for administrative functions.
• Attend regular meetings required for the position.
• Handle multiple work unit priorities including assisting with the planning and coordination of activities for Welcome and other events.
• Other related duties as assigned by Professional and Continuing Education leadership.

PaCE Program Support:

• Serve as the primary contact for Educational Partnerships, coordinating participation in education fairs, tracking partnership agreements until fully executed, and assisting with the renewal of agreements.
• Assist in the effectively preparing various report types including budgetary, financial, enrollment data, market data, etc.
• Ability to understand problems from a broader perspective and utilize ingenuity in creating solutions.
• Support course offerings within systems such as the Student Information System and CRM.
• Monitor inventory of textbooks and class materials.
• Coordinate tabling and other marketing activities; attend student recruitment event.
• Perform a variety of communication functions with potential and current students.
• Assist to maintain program records.
• Assist with handling, inventory and storing remaining supplies at the end of the programs.
• Attend administrative meetings pertaining to programs.

Instructor Support:

• Procure, prepare, and/or order various types of instructional and communicative materials for courses.
• Maintain, track, process and provide correspondence for employee discount applications.
• Prepare various faculty documents; including posting grades for programs within the portfolio.
• Process instructor requests for duplicating learning materials.
• Other classification related duties as assigned.

Minimum Qualifications:

• High School diploma or its equivalent
• 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:

• Associate degree or BA/BS degree preferred.
• Proficiency in Microsoft Office Suite programs.
• Coordinating and administering program events or projects, preferably in higher, extended, or adult education.
• Experience with gathering and analyzing data and developing reports.
• Experience to be fully functional in all technical aspects of work assignments.
• Experience and skills to coordinate projects from beginning to end, with minimal supervision.
• High proficiency with productivity software such as Google Drive and MS Office. Basic proficiency with communications software, databases, and CRM.
  
  

Compensation and Benefits:

Anticipated Hiring Range: $4,150 - $4,300 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.

The application deadline is: December 19, 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 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.

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

Advertised: Dec 05 2024 Pacific Standard Time
Applications close: Dec 19 2024 Pacific Standard Time

Closing Date/Time:

• 

• California State University, San Bernardino (CSUSB)

• (909) 537-4388

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