Administrative Operations Coordinator (ASC II) / University
Advancement - Alumni Relations
California State University, San Bernardino
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
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.
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
- 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
- Coordinate director calendar, including maintaining a
comprehensive department master calendar of events, meetings,
projects, and mailings. Anticipate and prevent scheduling conflicts
- 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.
- Maintain General Fund for the department and auxiliary
accounts/budgets for Alumni Relations and all associated
associations and networks, including the Alumni Association and
- 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
- 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
- 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
- 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
- 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
- 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.
- 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
- The Coordinator will assume other duties as assigned.
Employment Status: Full-time, probationary,
"non-exempt" position (with the possibility of converting to
First Review Deadline: The initial review of
applications will begin on September 2, 2021.
Monday through Friday from 8:00 am to 5:00 pm, weekends and
evenings as required and occasional travel to off-site
Education and Experience
- 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
- 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
- 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.
- High School diploma or its equivalent AND five
years of progressively responsible experience in general office
clerical or secretarial work or the equivalent.
- 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
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.
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
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
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: http://hrd.csusb.edu/conflictInterest.html
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)
To view full description and to apply, visit: https://www.csusb.edu