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Administrative Operations Coordinator (ASC II) / University Advancement - Alumni Relations

California State University, San Bernardino
California, United States
Salary Not specified
Posted date
Aug 22, 2021

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Position Type
Administrative, Business & Administrative Affairs, Alumni Affairs
Employment Level
Employment Type
Full Time
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Administrative Operations Coordinator (ASC II) / University Advancement - Alumni Relations
California State University, San Bernardino

Job No: 501225
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Fundraising & Alumni Relations, Full Time


California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.

At CSUSB, you can:

  • Build your future

  • Work with the best

  • Be your authentic self

  • Focus on you

  • Make a lasting impact

  • Work for a purpose that is greater than your own

  • Bring everything you are, become everything you want

    Department Summary

    The Office of Alumni Relations purpose is to promote the welfare of the university by cultivating a mutually beneficial relationship between California State University, San Bernardino, and its growing worldwide community of alumni. Alumni Relations provides and supports alumni programs and services, facilitates communication with alumni, and seeks to encourage alumni engagement for a lifetime.

    The Alumni Association leverages the resources, talents, and initiatives of alumni to support students, advise, guide, advocate for the Association and the university in achieving their respective missions and goals.

    Job Summary

    The Alumni Programs Specialist will work under the supervision of the Director of Alumni Relations in support of the University's alumni engagement strategy. The individual will be responsible for coordinating department event logistics. The individual will work in collaboration with colleagues within the department to develop marketing and presentation materials.

    The Alumni Programs Specialist will continuously evaluate the department's programs, identifying opportunities for growth and excellence, while improving the alumni engagement experience. The Alumni Programs Specialist will work as part of the Alumni Relations team to build relationships with students, alumni, and the campus community.


  • Provide a complete range of administrative support for the director and professional staff, including preparing correspondence, coordinating meetings and related logistics, procuring supplies and materials, processing electronic and U.S. mail campaigns, processing staff and student time sheets, developing accurate invitation lists, and providing support for special events and programs.

  • Enhances the Alumni Relations Office through developing and coordinating administrative processes that streamline and enhance department structures. Implement proactive tools and resources to avoid a backlog in the department that will negatively affect the constituent experience.

  • Maintain office systems and procedures, such as inventory management and hard and electronic filing systems, using technology to bring high efficiency and organization to office operations. Coordinates office inventory of program supplies and promotional items.

  • Coordinate director calendar, including maintaining a comprehensive department master calendar of events, meetings, projects, and mailings. Anticipate and prevent scheduling conflicts and oversights.

  • Coordinate travel arrangements and reimbursements for the Alumni Director, and other team members as directed.

  • Apprise the directors and staff about daily priorities and independently respond to inquiries from the internal and external community, including alumni, retirees, faculty and staff, students, administrators, legislators, and Chancellors Office staff.

  • Coordinate the fulfillment of the alumni birthday club and other alumni and stewardship programs. Provides list to Alumni Director for special recognition as appropriate.

  • Assist the Alumni Engagement Specialist in the coordination, training, and supervising of student assistants, providing direction and oversite of workflow, ensuring compliance with policies, procedures, and applicable laws.

    Budget Administration

  • Maintain General Fund for the department and auxiliary accounts/budgets for Alumni Relations and all associated associations and networks, including the Alumni Association and Retirees Association.

  • Reconcile and monitor funding allocations and financial transactions, apprising the director and coordinators of balances and any unusual patterns.

  • Prepare regular reports for all budgets, as well as forecasts of expenditures and revenues for department and association programs.

  • Interpret and apply State, Foundation, and Philanthropic accounting procedures and policies to ensure compliance.

  • Anticipate system-wide budget requirements, such as the Advancement Expenditures Report, and ensure all reporting requirements are met in an accurate and timely way.

  • Process philanthropic gifts as a result of the department giving initiatives.

    Board Support:

  • Coordinate scheduling of board and committee meetings, working with the director and officers to plan, prepare for and conduct sessions, including developing and distributing agendas and meeting materials and following up on all action items from committee and board meetings, always ensuring that board members receive reports and information needed to fulfill their responsibilities.

  • Coordinate the collection of current information on key issues as they relate to upcoming meetings, and assure that all appropriate supporting background materials are reviewed for accuracy and are available to the board leadership for action.

  • Acquire and apply a thorough knowledge and understanding of the university's, CSUSBAA's priorities and programs, and exercise consistent outstanding customer service that results in timely, accurate, and professional responses to members and prospective members who seek information or services electronically, by mail, by phone or in person.

  • Review and prioritize constituent online communications and mail, analyzing content and independently drafting responses and/or determining appropriate routing and action to ensure timely action.


  • Process membership acquisition and coordinate fulfillment of hard and electronic mailings for the CSUSB Alumni Association including overseeing correspondence and direct mail to increase the number of dues-paying members of the alumni association, generating renewal notice mailings within an established schedule; depositing and reconciling membership dues payments; tracking and ordering fulfillment supplies, such as letterhead, remittance envelopes, benefits materials, and promotional items; and ensuring memberships are boosted and are posted and tracked on the alumni/development database.

  • Work with Advancement Services staff to track and monitor member engagement in the constituent database.

  • Manage alumni member correspondence, escalating to the Alumni Engagement Specialist or Director as appropriate.

  • Monitor, track and implement improvements on member's progress towards fulfilling their installment and auto-dues payment plans. Regularly communicate on progress.

    Other Duties:

  • Acquire and apply a thorough knowledge and understanding of the university's, CSUSBAA's priorities and programs, and exercise consistently outstanding customer service.

  • The Coordinator will contribute to the overall success of University Advancement and Alumni Relations, working collaboratively with peers in the division.

  • The Coordinator will support colleagues in the Alumni Relations office on related programs, workshops, and events as directed.

  • The Coordinator will assume other duties as assigned.

    Employment Status: Full-time, probationary, "non-exempt" position (with the possibility of converting to permanent).

    First Review Deadline: The initial review of applications will begin on September 2, 2021.

    Work Schedule

    Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings as required and occasional travel to off-site locations.

    Key Qualifications
  • Comprehensive and detailed knowledge of university infrastructure, policies, and procedures or in an organization with similar complexity is required.
  • The ability to interpret and apply policies and procedures independently and to use judgment and discretion is required.
  • Strong competency in fiscal management and the ability to use campus Enterprise Systems to obtain the necessary information is strongly desired.
  • A thorough mastery of English grammar, punctuation, and spelling is required along with the ability to effectively write and present reports, minutes, and other documents in a professional manner are required.
  • Expertise in using office software, technology, and systems including but limited to Microsoft Word, Excel, Outlook, PeopleSoft, and other standardized office equipment is required.
  • The ability to multitask and manage multiple initiatives simultaneously is required.
  • The ability to establish and maintain cooperative working relationships and work effectively both independently and/or as part of a team is required.
  • Skill in planning and performing research and participating in the development, alternation, implementation, and evaluation of the organization's programs, policies, and procedures.

Education and Experience

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

Preferred Qualifications

  • Experience working in higher education.


Anticipated Hiring Range: $3,375 - $3,666 per month

Classification Salary Range: $3,352 - $5,639 per month

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. In our commitment to diversity, 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. Our commitment to work toward an environment that values diversity requires that we 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.

The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.

Dimensions of diversity shall include but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.

The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.

Supplemental Information

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current CSU employees who apply for the position.

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.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information:

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)

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