Administrative Support Coordinator (Admin Support Coord), CEGE Dean

California State University, San Bernardino•San Bernardino, CA

1d•Onsite

About The Position

This position serves as the primary administrative support for the Dean’s office. Day-to-day work is performed independently under general supervision with work lead direction provided by Dean’s Executive Administrative Assistant. This position also coordinates activities and events held in the College of Extended and Global Education’s (CEGE) facilities: the Yasuda Center (YC) and the Center for Global Innovation (CGI). Duties include maintaining calendars, processing and coordinating reservations. This position may also provide program support to CEGE programs as needed.

Requirements

High School diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Experience to be fully functional in all technical aspects of work assignments.
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. Knowledge of major MS applications, such as Word and Excel.
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.

Nice To Haves

Knowledge or experience in prioritizing projects to meet deadlines.
Knowledge of PeopleSoft.
Experience providing lead work directions to student assistants.

Responsibilities

Coordinates and prioritizes the daily administrative and operational functions of the College of Extended and Global Education (CEGE) to ensure efficient workflow, timely processing of activities, and continuity of office operations.
Serves as the primary point of contact by assessing inquiries, determining appropriate actions, and directing communications to ensure accurate and responsive service delivery.
Coordinates document routing, records management, and administrative tracking systems by monitoring timelines, maintaining logs, and following up to ensure completion of actions and compliance with established procedures.
Supports executive and office operations by coordinating travel, purchasing, and expense processes, ensuring documentation accuracy and adherence to CSU and campus policies.
Monitors office operations including supplies, equipment, telecommunications, and workspace needs, resolving routine issues and coordinating with appropriate units to maintain operational readiness.
Maintains and updates administrative systems such as distribution lists, organizational charts, and access records to support accurate communication and organizational effectiveness.
Applies established policies and procedures to administrative processes and identifies operational inefficiencies, recommending improvements to enhance workflow and service delivery.
Coordinates facility operations and space utilization for the Yasuda Center (YC) and Center for Global Innovation (CGI) by managing room reservations, scheduling, and event logistics to support instructional programs, events, and external partnerships.
Serves as a liaison between CEGE, campus departments, vendors, and external partners to coordinate facility-related requests, maintenance activities, and service needs.
Monitors facility conditions, initiates and tracks work orders, and ensures timely resolution of operational issues to maintain a safe and functional environment.
Coordinates event setup and operational logistics, including room configurations, equipment needs, and vendor services, ensuring activities align with established requirements and timelines.
Supports compliance by coordinating inspections, maintaining documentation, and monitoring preventive maintenance activities.
Coordinates timekeeping and payroll processes for CEGE by ensuring accuracy, completeness, and compliance with CSU timelines and policies.
Serves as a resource to staff and student employees by providing guidance on timekeeping procedures and resolving routine issues.
Coordinates student assistant recruitment and onboarding processes by facilitating job postings, scheduling interviews, and ensuring completion of required documentation.
Supports onboarding and offboarding activities by coordinating access, equipment, and administrative requirements to ensure smooth transitions.
Maintains confidentiality of personnel-related information while supporting HR administrative functions.
Coordinates administrative and logistical support for CEGE programs, events, and delegation visits by organizing schedules, communications, materials, and vendor services to ensure successful execution.
Monitors timelines and supports event implementation to ensure alignment with established procedures and expectations.
Performs other classification-related duties as assigned to support operational continuity, including providing back-up administrative coordination during peak periods, staff absences, and urgent priorities.