Administrative Assistant/ICDFR (UEC)

California State University, San Bernardino•San Bernardino, CA

1d•Onsite

About The Position

University Enterprises Corporation at CSUSB ("UEC") supports the university's educational mission by providing quality services that complement the instructional program. The University depends upon UEC to provide services that cannot be supported with state funds. We’re responsible for business enterprises on campus including, but not limited to, dining, bookstore, convenience store, and vending services. We also serve as the grantee for federal, state, and local funding for research and sponsored projects.

Requirements

High school diploma or equivalent.
Equivalent to one year of general office clerical work.
Ability to understand standard office procedures and practices.
Ability to operate standard office equipment and software.
Must possess excellent organizational skills.
Working knowledge of English grammar, spelling, and punctuation.
Fundamental writing skills to effectively communicate standard information.
Ability to respond to routine inquiries and explain policies and procedures to others.
Ability to identify and solve standard problems and refer more complex issues to appropriate staff.

Nice To Haves

Some college coursework.

Responsibilities

Serve as a central point of contact for staff, personnel, and external contacts, answering questions, providing information, and referring issues to the Office Manager as needed.
Manage the centralized ICDFR calendar, schedule and coordinate meetings, and send reminders for project lead and other key meetings.
Prepare and update agendas, take meeting notes, and identify and distribute action items.
Answer phones, take messages, and provide general, accurate information.
Greet and direct visitors, prospective clients, or other guests to the appropriate office or staff member.
Maintain office organization, including monitoring supplies, filing, recordkeeping, and running errands on campus or in the community.
Create and distribute correspondence relevant to the organization, programs, or projects.
Assist with administrative preparations and attend monthly ICDFR meetings as needed.
Assist with staff onboarding, offboarding, and general personnel tracking.
Support payroll-related tasks such as time sheet collection and reminders.
Forward HR communications and updates to the appropriate staff and project leads.
Maintain and update staff records and documentation.
Provide general administrative support for HR processes as needed.
Assist Director in coordinating events.
Coordinate with campus departments and external vendors to schedule space, equipment, and other logistics.
Arrange necessary accommodation such as parking, catering, and event materials.
Communicate with staff, volunteers, and participants to ensure smooth event operations.
Supervise student assistants and volunteers as needed during events.
Attend weekly meetings with Director and central operations team.
Provide support and backup for monthly diaper reporting, diaper and wipes ordering, participant communication, and diaper pick-up reminders.
Support office operations by submitting work orders, ordering and renewing keys for staff, and tracking/updating equipment in spreadsheets.
Support general office upkeep, including organizing, tidying, and maintaining common areas.
May be required to travel for events occasionally.