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Administrative Support Coordinator (Administrative Support Coordinator I), Environmental Health

Employer
California State University, San Bernardino
Location
California, United States
Salary
Salary Not specified
Date posted
Nov 20, 2024
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Job Details

 


Administrative Support Coordinator (Administrative Support Coordinator I), Environmental Health & Safety
California State University, San Bernardino



Job No: 542977
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location) Job Summary:

Under general supervision, the administrative support coordination will provide a full range of secretarial and administrative support to the Environmental Health and Safety Department and Risk Management Office.

Duties and responsibilities:

Administrative Support Duties:

 

 

  • Provide direct support to the Environmental Health and Safety (EH&S) Director, including but not limited to, scheduling meetings, maintaining calendars, receiving calls, and coordinating appointments.
  • Ability to handle multiple work until priorities including assisting with travel arrangements by registering the Director for webinars and conferences, coordinating hotel reservations for the best pricing, inputting travel requests, and facilitating the completion of standard expense reports.
  • Receive and handle general department calls, providing professional and timely responses, quality customer service, and routing calls to the appropriate team member or campus resource.
  • Utilize standard business math along with budget policies and procedures to monitor the department's budget by tracking expenses, identifying sufficiently funded accounts, and highlighting areas of projected overspending to the Director.
  • Create requisitions for Purchase Orders, schedule services with vendors, process invoices, track cost recovery, and monitor payment status to ensure all accounts remain in good standing.
  • Maintain an inventory of department equipment and supplies and use the data to make simple projections of potential cost savings.
  • Under general supervision, carry out assigned project activities, demonstrating ability to self-start, evaluate project milestones, estimate time requirements, and provide regular progress updates. Accountable for end
  • results.
  • Communicate deadlines and dependencies to team members to ensure timely completion of interdependent tasks.
  • Serve as the designated submitter for department service requests to Facilities Management and Information Technology Services (ITS), tracking requests and providing follow-up to leadership as appropriate.


Process Development:

 

 

  • Assist in documenting current office procedures and, under general supervision, provide suggestions for enhancing operational processes and standards.
  • Assist in the creation and maintenance of an office procedure manual.
  • Collaborate with team members to identify opportunities for increased efficiency in administrative workflows.
  • Apply knowledge and skills in standard office procedures to contribute insights for process enhancements within the unit.


Record Keeping:

 

 

  • Maintain accurate and organized records related to department functions and projects.
  • Implement and adhere to department records and retention schedules.
  • Maintain records related to hazardous waste, medical waste, training, invoices, and associated reports, following guidance provided by specialists.
  • Utilize electronic and voicemail systems for efficient documentation.
  • Organize departmental efforts to digitize records in new and existing areas, focusing on practical implementation rather than strategic planning.


Customer Service:

 

 

  • Greet customers and visitors, providing a welcoming and professional atmosphere.
  • Utilize thorough, detailed knowledge of applicable university infrastructure, policies, and procedures to respond to general inquiries and provide information to visitors about core departmental functions.
  • Answer and promptly log calls, directing them appropriately within the department.
  • Address inquiries and requests from individuals at all levels within the organization with professionalism and responsiveness.
  • Demonstrate clear and effective communication skills both orally and in writing.
  • Provide guidance on standard office procedures and department technology systems to customers as needed.
  • Foster a positive and collaborative environment through effective communication.


Customer Engagement and Support:

 

 

  • Engage with customers to understand their needs and expectations.
  • Provide general support related to standard office procedures and department technology systems.
  • Offer general overviews of program areas and make appropriate recommendations to empower customers in finding the information they need.
  • Identify team engagement opportunities by tracking significant milestones such as staff birthdays and work anniversaries and facilitate recognition opportunities to celebrate team members.


Other Duties as Assigned:

 

 

  • Undertake other classification related duties as assigned by supervisors or as necessitated by evolving organizational needs.
  • Contribute to special projects and initiatives as directed.


Minimum Qualifications:

 

 

  • High school diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.


Required Qualifications:

 

 

  • Experience to be fully functional in all technical aspects of work assignments.
  • 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 perform standard business math, such as calculate ratios and percentages, track financial data, and
  • make simple projections.
  • Ability to draft and compose correspondence and standard reports.
  • Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and
  • those sensitive in nature

 

 


Preferred Qualifications:

Knowledge and Abilities:

 

 

  • Working knowledge of the fundamentals of financial record keeping.
  • Communication Skills:
  • Demonstrated competence in effectively presenting standard information.
  • Organizational and Administrative Skills:
  • Skill in organizing and planning work to meet schedules and deadlines.


Problem-Solving and Decision-Making:

 

 

  • Ability to independently handle standard job-related problems.
  • Capability to analyze situations accurately and adopt an effective course of action.
  • Interpersonal Skills:
  • Ability to establish and maintain cooperative working relationships within a diverse multicultural environment.
  • Technical Skills:
  • Proficiency in using standard software packages for word processing, spreadsheets, and databases.
  • Ability to use standard office equipment.
  • Initiative and Independence:
  • Demonstrated initiative in completing assigned tasks.
  • Attention to Detail:
  • Ability to review documents for accuracy and completeness.
  • Skill in maintaining accurate records and files.
  • Adaptability:
  • Ability to learn and apply new information and skills.
  • Flexibility to adapt to changing work conditions.
  • Customer Service:
  • Ability to provide standard information to others on policies, procedures, and job-related matters.
  • Organizational skills, able to manage multiple tasks and projects, ability to self-initiate tasks and keep sight of multiple deadlines.
  • This position serves as the primary front desk representative for the Environmental Health & Safety Department, requiring a high level of professionalism and visibility.
  • The incumbent consistently present a positive and welcoming demeanor, as they are often the first point of contact for visitors, staff, and campus community members.
  • Strong attention to personal presentation and office appearance is essential to maintain a professional and inviting atmosphere.
  • The role requires the ability to handle frequent interruptions and multitask while maintaining a calm and organized demeanor.
  • Ability to maintain confidentiality and exercise discretion when handling sensitive information or situations is crucial.
  • The position requires a high degree of adaptability to changing priorities and the capability to remain composed under pressure.


License/Certifications:

Valid CA drivers' license

Compensation and Benefits:

Anticipated Hiring Range: $3,864 - $4,200 per month

Classification Hiring Range: $3,864 - $6,072 per month

Work Schedule: Monday - Friday, 8:00 AM - 5:00 PM

The application deadline is : September 27, 2024

The salary offered will take into account internal equity and experience among other factors.

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 15 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:

Full-Time, Non-Exempt, Temporary

This is an Emergency Hire position. Appointment cannot exceed 180 days. This position is not eligible for benefits before 90 days. Eligibility for benefits occur on the 91st day on assignment.

This position classification has been defined as non-exempt and is subjected to overtime provisions of the Fair Labor Standards Act (FLSA).

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

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.

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 CSUSB Benefits at benefits@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

The work may require the ability to work overtime, weekends, and holidays; rotating night, evening, and day shifts; non-standard (8, 10 and 12-hour) shifts and flexible, non-standard workweeks per departmental staffing rules.


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


jeid-726b9270fecf7042889cd99f5657a091

 

Company

Serving as a vital public comprehensive university, California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. It is one of 23 campuses in the California State University system and one of the largest and most diverse university systems in the country. Opened in 1965, Cal State San Bernardino received its distinction as a Hispanic Serving Institution in 1994 and has received that distinction every year since. CSUSB is set at the foothills of the beautiful San Bernardino Mountains in Southern California. The university serves more than 20,000 students each year and graduates about 4,000 students annually. The "value added" by a CSUSB education ranks in the top 4 percent in the nation, according to the Collegiate Learning Assessment.

Our university has a rich tradition of providing quality education in an environment that reflects the dynamic diversity of the region. Our outstanding faculty are award-winning scholars, highly recognized for their academic contributions and teaching, and our experienced staff are caring and courteous, dedicated to assisting with any questions or needs. Together, our faculty and staff foster a culture of excellence that embraces and empowers students. CSUSB is committed to creating a welcoming and supportive environment by incorporating the principles of diversity and inclusion in the curricular and co-curricular life of the campus community.

Cal State San Bernardino encourages qualified applicants to apply who demonstrate a strong commitment to achieving excellence through cultural diversity and contributing to a growing learning community in knowledge and economy.

Vision:

CSUSB aspires to be a model for transforming lives. We Define the Future.

Mission Statement:

CSUSB ensures student learning and success, conducts research, scholarly and creative activities, and is actively engaged in the vitality of our region. We cultivate the professional, ethical and intellectual development of our students, faculty and staff so they thrive and contribute to a globally connected society.

Academic Life:

CSUSB has been known for its commitment to excellent teaching. Students work closely with professors and other instructors from freshman year through graduation. The academic strengths of CSUSB are grounded in five colleges: Arts and Letters, Jack H. Brown College of Business and Public Administration, Education, Natural Sciences, and Social and Behavioral Sciences, each of which pursues excellence and distinction. In addition, the university has a Palm Desert satellite campus in the Coachella Valley. CSUSB offers more than 80 traditional baccalaureate and master's degree programs, education credential and certificate programs, and a doctoral program. In recent years, CSUSB added its first doctorate in education leadership, one of the first doctorate programs in the California State University for computer science and engineering, and MFA programs in creative writing and studio art/design. Every CSUSB academic program that is eligible has earned national accreditation. Cal State San Bernardino has seen records in enrollment, diversity of faculty and students, grant and contract funding, overhead funds, fundraising, and international programs development.

Campus and Student Life:
CSU San Bernardino

CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire, with the second highest African American and Hispanic enrollments of all public universities in California. Eighty percent of those who graduate are the first in their families to do so. California State University, San Bernardino offers a variety of activities, programs, events, clubs and organizations for students to become involved with when they arrive on campus. CSUSB is committed to preparing our students to enter the workforce and pursue diverse careers, purse advanced study, assume leadership roles, and to be competitive in a global society.

Cal State San Bernardino is also at the center of one of the largest economic regions in the nation, providing easy access to major corporations, small businesses, cultural institutions and a large alumni base. The campus is within a one-hour drive of downtown Los Angeles and the major movie studios, coastal cities of Venice and Laguna Beach, mountain ski resorts, and Disneyland. San Diego and the desert resorts of Palm Springs are within a two-hour drive.
https://www.csusb.edu/admissions/student-life
https://www.csusb.edu/campus-life


Highlights:

CSUSB is listed among the best colleges and universities in the western United States, according to The Princeton Review, Forbes and U.S. News & World Report, in their respective annual rankings. It is also part of the President's Higher Education Community Service Honor Roll, With Distinction - the highest federal recognition a college or university can receive for its commitment to service learning and civic engagement. In addition, it is a Military Friendly School according to G.I. Jobs. CSUSB's Jack H. Brown College of Business and Public Administration was named by European CEO Magazine as one of the four most innovative business schools in the U.S. and among the top 18 in the world. The university has an annual statewide economic impact of more than half a billion dollars, along with more than $32 million in yearly statewide tax revenue. CSUSB's President Tomás D. Morales was named by Latino Leaders Magazine one of 2016's Most Influential Latino Leaders in the country. The university is also home to the 2011 California Professor of the Year, Stuart Sumida.

  • CSUSB was listed among the 711 Best Colleges for Your Money according to a Money magazine ranking.
  • Among the 2018 Best Colleges, West Region - The Princeton Review, August 2017.
  • No. 19, Top 100 Total Bachelor Degrees Granted to Hispanics list - Hispanic Outlook in Higher Education Magazine.
  • One of the "Best Colleges in the Nation for Your Money" - Money Magazine, July 2017.
  • First-to-second year retention rates are third highest among all CSU campuses.
Company info
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