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

California State University, San Bernardino•San Bernardino, CA

2d•$4,047 - $5,896•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).

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 Office of Educational Opportunity Program (EOP)
Overseeing the office’s day-to-day operations.
Screens telephone calls and office visitors. Furnishes information and/or refers 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 the 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.
Maintains front desk area in an orderly manner.
Maintains department signage.
Oversees and maintains department contracts (i.e. 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 to maintain accurate budget records.
Submits online Staples/Amazon orders for office supplies, equipment, hardware and software on a regular and as needed basis in CSUBUY. Assists in maintaining office supply storage.
Processes, obtains approval, submits and monitors monthly payroll for all staff members in the department.
Provide administrative support to EOP Assistant Director and EOP Director.
Types material from handwritten copy: correspondence, memos, reports, agendas and educational program materials.
Assembles and prepares material for distribution. (i.e. Returning Student Appointments, Mid Semester Evaluations, Graduate Reception invitations)
Inform appropriate supervisors when a staff member is absent.
Schedules staff and committee meetings.
Receives department orders (i.e. Staples) and verifies that inventory received matches original order.
Obtains and distributes staff paychecks.
Maintains, monitors tracks and prepares recruitment supplies for EOP Outreach presentations.
Assists EOP Graduation Reception Coordinator (i.e invitations, RSVP lists, student certificates)
Prepares, submits and tracks department duplicating requests to Printing Services department.
Develops and updates front desk operations manual.
Provides input on office procedures.
Prepares and submits facility use requests for on campus meetings or events.
Locates and retrieves any student records as requested by staff( i.e. archived files)
Converting documents to imager and assists with maintaining 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.
Attend staff meetings.
Meet with Department Budget Analyst on a regular basis to discuss front desk operations, daily matters and office management.
Perform other duties as assigned.
Prepare materials for mailings.