Administrative Support Coordinator (Administrative Support Coordinator I), Educational Opportunity Program

Details•San Bernardino, CA

18h•Onsite

About The Position

Under the general supervision of the Educational Opportunity Director, the Administrative Support Coordinator I provides overall administrative and clerical support to the Office of Educational Opportunity Program (EOP). This role is crucial for overseeing the office's day-to-day operations and ensuring smooth functioning of various programs.

Requirements

Completion of a high school program, technical/vocational program, or their equivalents.
At least 3 years of related office work experience.
Experience to be fully functional in all technical aspects of work assignments.
Ability to understand and operate in a variety of organizational structures.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of English grammar, punctuation, and spelling.
Ability to clearly communicate orally and in writing.
Ability to use and quickly learn new office support technology systems and software packages.
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.
A background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires) must be completed satisfactorily before any candidate can begin employment with the CSU.

Nice To Haves

Bachelor’s degree and/or equivalent preferred.
Experience using Microsoft Teams, Peoplesoft, Microsoft Office 365 Suite, Excel, and Powerpoint.

Responsibilities

Acts as the primary office receptionist and support for the Office of Educational Opportunity Program (EOP), overseeing the office’s day-to-day operations.
Screens telephone calls and office visitors, furnishing information and/or referring callers to the appropriate individuals or other campus offices.
Takes messages and schedules appointments, interviews, and meetings for EOP Staff.
Answers routine questions from university personnel and the general public regarding the Educational Opportunity Program, Renaissance Scholars Program, and Summer Bridge Program.
Answers initial student inquiries and/or directs students to appropriate individuals or other campus offices.
Sends information to individuals inquiring about the EOP/RSP/Bridge programs, or refers to appropriate personnel.
Maintains department bulletin board and front desk area in an orderly manner.
Maintains department signage.
Oversees and maintains department contracts (e.g., copier service, telephones) in collaboration with the department Budget Analyst to maintain accurate budget records.
Prepares and processes State and Philanthropic travel advances, expense claims, and mileage reimbursements in collaboration with the department Budget Analyst.
Submits online orders for office supplies, equipment, hardware, and software on a regular and as-needed basis.
Assists in maintaining office supply storage.
Processes, obtains approval, submits, and monitors monthly payroll for all staff members in the department.
Provides administrative support to EOP Assistant Director and EOP Director.
Types material from handwritten copy, including correspondence, memos, reports, agendas, and educational program materials.
Assembles and prepares material for distribution (e.g., Returning Student Appointments, Mid Semester Evaluations, Graduate Reception invitations).
Informs appropriate supervisors when a staff member is absent.
Schedules staff and committee meetings.
Receives department orders and verifies that inventory received matches the original order.
Obtains and distributes staff paychecks.
Maintains, monitors, tracks, and prepares recruitment supplies for EOP Outreach presentations.
Assists the EOP Graduation Reception Coordinator with tasks such as invitations, RSVP lists, and student certificates.
Prepares, submits, and tracks department duplicating requests to the Printing Services department.
Develops and updates the front desk operations manual.
Provides input on office procedures.
Prepares and submits facility use requests for on-campus meetings or events.
Locates and retrieves student records as requested by staff (e.g., archived files).
Converts documents to imager and assists with maintaining the online file system.
Secures student records and information to maintain student confidentiality.
Operates all office machines and equipment required.
Receives, date stamps, and distributes mail on a daily basis.
Attends staff meetings.
Meets with the Department Budget Analyst on a regular basis to discuss front desk operations, daily matters, and office management.
Performs other duties as assigned.
Prepares materials for mailings.