Administrative Support Coordinator (Administrative Support Coordinator II), ATI

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


Job No: 525698
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location) Job Summary:

The administrative support coordinator oversees all the department's clerical and administrative tasks, coordinates communication with other departments, and serves as the timekeeper for ATI staff, among other duties.

Major duties and responsibilities

• Coordinates all department clerical and administrative tasks including but not limited to answering and routing Tier-1 Canvas support calls; processing department travel arrangements and reimbursements; initiate purchase orders; processing and submitting procurement card statements; creating memos for personnel; performing quarterly student assistant audits; and monitoring and reviewing student assistant hours on a regular basis. These duties require comprehensive and detailed knowledge of university infrastructure, policies, and procedures.
• Administrative support for all department campus-wide events and projects (including ITS Tech Talks Conference, Tech Fest, and faculty showcases). This includes setting-up planning meetings; coordinating with other campus entities; taking meeting minutes; and processing and filing project documentation, such as travel and reimbursements.
• Maintain and manage the calendar for the director and assistant director. Responsible for scheduling meeting within the department and between the department and the division and other internal and external community members.
• In accordance with payroll guidelines and procedures, serve as the timekeeper/attendance clerk for all department staff and student assistants. Duties include reviewing staff/student assistant timesheets; payroll certification using Absence Management in PeopleSoft; and processing payroll listings.
• In accordance with faculty additional pay processes and guidelines, complete Special Consultant (4660) and Special Project (2403) Pre-Authorization and Payment Authorization forms for faculty pay. These duties include coordinating with college department analysts, ITS budget team, Faculty Affairs, and Payroll to ensure faculty payment.
• Provide backup support, as needed, for other departments in the division. Duties include timekeeping, answering calls, scheduling meetings, and administrative support.
• Enroll in and complete trainings for professional development to improve skills related to ITS duties.

Minimum Qualifications: Required Education and Experience

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

Required Qualifications

• A thorough knowledge of office methods, procedures, practices, and correct English grammar, spelling and punctuation.
• A thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• The ability to independently handle multiple work unit priorities and projects.
• The ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• The ability to perform standard business math such as calculate ratios and percentages, track financial data, and make simple projections.
• The ability to draft and compose correspondence and standard reports.
• The ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those of sensitive nature, along with the ability to work cooperatively with a diverse group of people.

Preferred Qualifications

• Bachelor's degree and/or equivalent training
• Knowledge of various campus databases such as PeopleSoft, Concur, Canvas, and Cherwell.
• Experience working in higher education.
• Experience managing and maintaining the calendar of an executive director.
• Experience with coordinating, planning, and arranging conferences, travel, and reporting.

Compensation and Benefits:

Anticipated Hiring Range: $3,681 - $3,700 per month

Classification Salary Range: $3,681 - $6034 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: Monday - Friday 8:00am - 5:00pm. Evening and weekends as needed.

The application deadline is: April 3, 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 Office of Employee and Labor Relations by phone at (909) 537-5138 or by email at employee.relations@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


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