Administrative Support Coordinator (Administrative Support Coordinator I), JHBC College Office

Administrative Support Coordinator (Administrative Support Coordinator I), JHBC College Office
California State University, San Bernardino


Job No: 523959
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time Job Summary:

Under the general supervision of the Associate Dean, the Administrative Support Coordinator (ASC) will independently coordinate the clerical and administrative procedures related to student appeal and employment, undertake strategic communication responsibilities in the College as well as perform the full range of secretarial and administrative support functions for the Dean's office.

Major duties and responsibilities:

• Function as the first point of contact to the college office, answer incoming calls, greet, guide, and assist college and dean's office guests.
• Perform a full range of clerical, secretarial, and general office support functions at varying levels of complexity. Including, but not limited to requisition entry, prepare college dean's list/letters, general accounting and accounts payable forms, daily errands. Assist with payroll duties as backup for timekeeper. Assist with various college events e.g., scholarship award luncheons and faculty/staff retreats, etc.
• Be responsible for maintaining, tracking and scheduling college conference rooms.
• Troubleshoot most office administration problems and respond to most inquiries and requests related to the College and Dean's office.
• Assist the Associate Dean with duties and projects assigned which includes but not limited to scheduling appointments, organizing meetings, preparing forms and following up on travel and expense authorizations, advances, and reimbursements and other miscellaneous expenses.
• Directly report to and assist the Associate Dean with student hire and separation procedures, information gathering and analysis, maintain and order office supplies, and record keeping.
• Assist the Associate Dean with the procedures, communication, and documentation of student appeals.
• Assist with the maintenance of college noticeboards and LCD advertisement screens for the College and University.
• Perform other duties as assigned.

Minimum Qualifications: Required Education and Experience

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

Required Qualifications

• Thorough written and verbal communication skills.
  
• Works well under pressure and meets tight deadlines.
  
• Thorough literate computer skills and capability in email, MS Office, and related business and communication

Preferred Qualifications

• Bachelor's degree in administration, communication, or a related field
• Concur Travel and Expense Management, Adobe (InDesign, Photoshop, Illustrator, Acrobat, Premiere Pro, etc.), PeopleSoft, Microsoft Outlook, Excel and Word.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Compensation and Benefits:

Anticipated Hiring Range: $ 3,505 - $ 5,508 per month

Classification Salary Range: $ 3,505 - $5,508 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/Temporary (up to one year with the possibility of further renewal)

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

The application deadline is: February 15, 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.

Drivers License Check

Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

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-343bcf75653d954284938a1ac361ab22