Administrative Support Coordinator (Administrative Support Coordinator II), IEP - Temporary

Administrative Support Coordinator (Administrative Support Coordinator II), IEP - Temporary
California State University, San Bernardino


Job No: 527324
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled) Job Summary:

This employee is responsible for the full scope of program activities, including initiation, execution, coordination, implementation, and evaluation, in providing administrative coordination and support for IEP programs (ELP, SUSA, APP, and other customized short-term programs).

Major duties and responsibilities:

• Process and respond to emails in the IEP inbox regarding the conditional admission process, enrollment process, application process, and various students' inquiries. Continual contact is maintained to ensure students receive their student visas in order to attend an ELP program in the U.S. Administration and Coordination support from pre-admission to post-admission by guiding students and their agents/partners regarding IEP programs, eligibility for various IEP programs, the conditional admission process, and the requirements for admission into an IEP program.
• Processes international applications paid by PayPal, Flywire, or credit card. Creates a checklist for each student for document submission. Creates I.D. numbers and programs plans. Reviews and scrutinizes the validity of the submission of relevant documents, including passports, financial statements, English language proficiency test scores, and the English composition transcripts to determine a student's eligibility for admission to an IEP program. Generates acceptance letters to admit international students to IEP programs ensuring immigration guidelines are met. Places and oversees holds for health insurance, documents, and financial scholarship guarantees in PeopleSoft.
• Processes enrollments/registrations of IEP international students who made payments via PayPal, Flywire, or credit card. Verifies students' customer accounts in PeopleSoft and whether health insurance has been paid and whether there are holds on their student accounts. Contacts students if there are outstanding balances, if they have not yet enrolled into health insurance, and if holds need to be removed.
• Coordinates the tracking of students' statuses and programs in PeopleSoft. As new programs are developed, this information is tracked in PeopleSoft. Initiates the quarterly process after census to reflect whether students returned to their home country, are currently enrolled, matriculated to the university, or did not enroll, etc. The incumbent generates complex tracking reports of various IEP programs, student demographics, referrals of partnership and agents, whether students matriculated to a CSUSB degree program, transferred to another university in the U.S., are currently in the U.S. on a vacation quarter, or were never admitted to an IEP program. This requires downloading PeopleSoft queries and exporting results into MS Excel spreadsheets to manipulate and analyze data for the application report (biweekly after open enrollment) and various reports (e.g., IEP Enrollment Reports, IIE Reports, and Annual Reports) as requested by the Assistant Dean and colleagues.
• Coordinates agents to students' records in PeopleSoft for tracking and invoices. Coordinates and monitors conditional admissions of students between IEP and International Admissions Office using a PeopleSoft notification to streamline the communications of the students who wish to take the English Language Program (ELP) and be admitted to a university degree program.
• Generates a report to campus partners that includes the table of quarterly campus fees, along with the list of enrolled students, to allow students to access the gym, library, and other facilities on campus.
• Develops enrollment templates each quarter to IEP Program Specialist in order for the Marketing Department to e-mail students with enrollment information and late fee deadlines. These student lists are generated by running queries of applicants, current, and returning students.
• As the International Admissions Office liaison, collaborates with the International Admissions Office regarding the conditional admission process and assists students and overseas agents with applying for conditional admission to a degree program.
• Collaborates with IEP colleagues regarding processes, streamlining processes, and assist program administrator before and after students arrive. Coordinate and deliver IEP program orientations and conduct their evaluations.
• As a team member of the Program Dates Committee, assists with establishing open and close dates for upcoming quarters/semesters for enrollment and late fees for the English Language Program, Study in the USA, and Academic Pathway Programs in order for CSUSB Web Services to update the IEP website.
• Create CPFs for IEP program courses, including Special Sessions courses and ensure classes are built in PS. Generate instructor contracts and payroll processing forms for IEP programs.
• Serve as DSO for IEP in SEVIS; issue I-20s for IEP students, maintain SEVIS immigration records, process transfers, travel signatures, and change of status. Implement new internal and inter-departmental processes such as SEVIS Transfer Tracking and IEP Online Student Requests.
• Audits students' files to ensure immigration documents were issued, requested documents have been received, and review the status of students who have applied for conditional admission to a university degree program.
• Scan completed IEP application forms, payment receipts (application and tuition fees), class change/refund forms, etc., and organize the scanned copies and save them to our IEP shared drive in each student's folder.
• Serve as the main contact and coordinator for IEP housing, coordinate with on-campus housing, and assess the needs of different client groups and make appropriate arrangements to meet them.

Minimum Qualifications: Required Education and Experience

• Education: High school diploma or equivalent
• Experience: A minimum of 5 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 standard office software such as MS Office (Word, Excel, and PowerPoint) and PeopleSoft is required to perform statistical data analysis on student enrollment data and generate various reports.
• Working knowledge of budget policies and procedures and ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to independently handle multiple work unit priorities and projects; ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Active problem-solving skills are required along with effective and sensitive interpersonal skills.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
• Ability to work professionally, collaboratively, and collegially with a diverse group of people, clients, students, and co-workers.

Preferred Qualifications

• Bachelor's or Master's degree is preferred.
• Expertise in Excel and basic enrollment data analysis are preferred.
• PeopleSoft experience is preferred.
• Working experience as a Designated School Official (DSO) is preferred.

Compensation and Benefits:

Anticipated Hiring Range: $3,681 - $4,000 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/Temporary (up to one year with the possibility of further renewal)

Schedule: Monday - Friday 8:00am - 5:00pm. Evenings and weekends as needed.

Monday - Thursday from 7:00am - 5:30pm (Observed from 6/5/23 to 8/4/23)

The application deadline is June 4, 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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