Administrative Support Coordinator (Administrative Support Coordinator II), Ethnic Studies

Administrative Support Coordinator (Administrative Support Coordinator II), Ethnic Studies
California State University, San Bernardino


Job No: 523523
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time Job Summary:

The Administrative Support Coordinator provides coordination support to the Departments of Ethnic Studies and Geography & Environmental Studies.

Major duties and responsibilities:

Administrative Student Support:

• Provides administrative student support by responding to questions from current and prospective students relating to program requirements and prerequisites, transferability, enrollment, and graduate check. Responsible for meeting the University, College and Department deadlines under general direction and in consultation with the Department Chair, maintain the smooth operations of the Department office and its programs by evaluating and making recommendations relating to the operations and procedures. Supports students in navigating appropriate University forms such as Change of Grade forms, Petition for Waiver of University Regulations, Drop and Add after Census, Individual Program Plan of Work, Advancement to Candidacy, Change in Program, Student Leave of Absence, and Course Adds and Overloads to ensure necessary student support.
• In consultation with Department Chair, builds class schedule, maintains current course updates, and maintains term schedule of classes, which includes entering course restrictions, adding classes, canceling classes, notifying students, increasing enrollment limits, and making staffing changes. This includes independent studies at undergraduate level, entering into university PeopleSoft system in order to provide students registration access to university courses. In consultation with Department Chair, reviews course enrollments at start of each term to determine whether student enrollment warrants all courses to proceed as scheduled. Oversees any required department databases.

Faculty Support:

• Obtains office hours from all department faculty, adjuncts, and graduate teaching associates and distributes schedule to faculty, staff, college, and students to inform students of faculty availability. Provides clerical and administrative support for Department Chair, Full-Time Faculty, and Part time Faculty; Initiates, monitors, and processes Part-Time Faculty hires. Maintains up-to-date Part-Time Faculty personnel file by filing necessary paperwork and distributes to appropriate administrative offices. Supports faculty with travel processes. Oversees calendar for department conference room and department computer lab. The incumbent has access to reserve other campus rooms. Processes and reports time sheets ensure signatures from department chair and submitting to Master Timekeeper in College Office. Acts as liaison between faculty and students to facilitate flow of communication and information within the department.

Faculty Recruiting Support:

• In consultation with Department Chair, submits job description ads through multiple venues for all faculty position during a recruiting and hiring year. Assists candidates with the reimbursement process and all related expense paperwork for tenure track candidates brought in for student assessment, interviews with chair, faculty, and college Dean to determine consideration as final candidates for position with the university. Assists with all moving and relocation reimbursements and travel claims. Requests and processes clearances for all department full-time faculty, adjunct faculty, and graduate assistants for required areas including the Library, Facilities, Parking, Payroll, Telephone and Media Services at end of term. Collects and distributes pay checks for the department faculty and staff and research delayed checks as necessary and informs recipient. In consultation with Department Chair, monitor and run reports for the term faculty workload (FTE/WTU).

Budget:

• Monitor the department general funds, professional development funds, UEC funds, philanthropic funds, and grant development funds. Uses PeopleSoft Financial program to reconcile internal budget to reports such as detailed queries and inquiries to ensure department stays within allocated budget. Responsible for determining the availability of funds and the monthly management and analysis of the following accounts: general funds, CERF funds, part-time budget, indirect and philanthropic funds, as well as others. Keeps department chair apprised of budget status to enable chair to make accurate assessments and purchasing decisions. Processes time sheets, financial forms such as funds transfer, invoice requests, direct expenditures, purchase requisitions, special consultant, and independent contractor paperwork to ensure payment to appropriate deficit accounts, persons or vendors for items purchased. Initiates purchase order requisitions, direct expenditures and special-order forms and procurement for items such as equipment, supplies, software, services, membership, and subscriptions to maintain ongoing operations and enable faculty to stay current in their field. Report monthly reconciliation of department procurement card to Procurement Services and follow the rules and regulations that govern their proper and appropriate use.

Administration:

• Serves as a resource for department chair in a variety of areas to ensure all issues are adequately addressed and to ensure a smooth workflow throughout the department. Meet all required University, College, and Department deadlines inclusive of forms, processing, scheduling, contracts, etc. under general direction. Order necessary items for the department such as office supplies, door and cabinet keys, and acts as custodian of master keys for all department offices and rooms. Initiates work orders and requests for departmental or building areas in need of repair. Maintains course syllabi files for department programs. In consultation with Department Chair, prepares academic faculty workload report to submit to College Budget Analyst for processing. Provide administrative support in all facets of student employment, when applicable. Handle confidential information regarding sensitive issues with tact independent judgement and diplomacy, in accordance with established University procedures. Reviews and updates directories such as campus telephone directory, college directory, and faculty/staff address directory to provide accurate contact information to the department, college, and campus. Assists with review of department website ensuring accuracy.

Events:

• Reserve rooms, order meals and refreshments on campus through appropriate campus programs such as EMS. Processes all event paperwork such as invoices for payment, hospitality forms, and backup documentation. Other duties as assigned.

Minimum Qualifications: Required 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.

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.

Compensation and Benefits:

Anticipated Hiring Range: $3,681 - $3,865 per month

Classification Salary Range: $3,681 - $6,034 per month

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 14 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:

Work status: Full-time/Non-Exempt/ Probationary

Schedule: Schedule: Monday - Friday 8:00am-5:00pm weekends and evenings

The application deadline is : February 14, 2023

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.

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.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

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 the ADA Coordinator by email at jeanne.durr@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


To view full description and to apply, visit: https://www.csusb.edu


jeid-3487d2f0ca70b54daf757d503a51892e