Administrative Support Coordinator ( Administrative Support Coordinator II), Department of Nursing

Details•San Bernardino, CA

1d•$4,367 - $6,362•Onsite

About The Position

Under general direction, the Administrative Support Coordinator (ASC) works closely with the department chair on budgeting, class scheduling, program admissions, and provides lead work direction, training, and guidance to other administrative support staff. The ASC coordinates and maintains the daily operations of the Department of Nursing independently, ensuring smooth workflow and timely completion of University, College, and Department deadlines and demands. This role serves as the initial point of contact for the department and all its programs, providing excellent customer service and comprehensive knowledge of departmental and university policies. Responsibilities include managing student inquiries, scheduling complex meetings, preparing correspondence, maintaining office inventory, processing various forms, initiating work orders, and coordinating repairs. The position also involves preparing and maintaining faculty records, assisting with course scheduling and updates in PeopleSoft, coordinating faculty recruitments, preparing appointment letters, serving as timekeeper, and managing evaluation committee nominations. Additionally, the ASC assists faculty with travel and expense reports, tracks student progress, coordinates reintegration of students with interrupted plans, manages online compliance accounts, maintains facility agreements, coordinates the nursing department honors process, and monitors and analyzes department budgets and accounts. The role also provides lead work direction to other administrative support staff on admission processes.

Requirements

High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Nice To Haves

Knowledge of PeopleSoft or similar enterprise-wide application is desirable.
Experience in higher education and administrative support preferred.

Responsibilities

Coordinate and maintain the daily operations of the Department of Nursing independently, ensuring smooth workflow and timely completion of University, College, and Department deadlines and demands.
Serve as the initial point of contact for the department and all programs (undergraduate and graduate) within the department. Provide excellent customer service to students, faculty, and other campus departments and colleges by applying comprehensive knowledge and interpretation of departmental and university policies, procedures, and practices.
Provide information to students about procedures on various matters, such as change of grade forms, overload, class drop and add forms, etc.
Schedule and coordinate detailed and complex meetings and events for the Department Chair; prepare routine correspondence; attend meetings and accurately record minutes.
Maintain office inventory and procure supplies, including educational materials, office supplies, and equipment, through requisitions or corporate card purchases; prepare disbursement documentation for business activities and events; and submit department duplication or printing requests.
Act as a liaison between suppliers, vendors, and campus departments to coordinate purchases.
Process other forms when required (e.g., ICT Review/Approval, over $10K Approval, Sole Source/Brand Approval, Independent Contractor), and obtain required signatures.
Initiate work orders and coordinate requests for repairs and maintenance (such as lock changes and HVAC issues) to support a proper and safe work environment.
Prepare and maintain accurate records of faculty offices, office hours, and class schedules.
Assist the Department Chair in preparing course schedules; update scheduled course offerings in PeopleSoft with current instructor, time, and room information; and arrange for office space, keys, etc.
Monitor faculty workload and enter additional assignments into PeopleSoft to accurately report workload for internal campus use and reporting to the Chancellor’s Office.
Assist and coordinate faculty recruitments for tenure-track and lecturer positions; collect, review, and file all hiring documentation, including student and peer evaluations of faculty teaching, etc.; and ensure that documentation is properly assigned to department employee files in compliance with university policies.
Prepare appointment letters for lecturers, teaching associates, and instructional student assistants via Common Human Resources System (CHRS).
Serve as the timekeeper and enter all faculty absences.
Send out Department Evaluation Committees’ nomination forms, ballots, and ratification memos to the dean and faculty senate.
Assist faculty with questions regarding submissions of travel requests and expense reports through Concur, including individual and group travel.
Track student progress across all undergraduate programs.
Collaborates with department leadership to coordinate the reintegration of students with interrupted plans, including monitoring program dismissals and student withdrawals from the nursing program.
Create and maintain course permissions with discretion each term for students.
Inform admission committees of student outliers requiring reintegration to help ensure admitted cohorts remain within clinical capacity limits.
Coordinate ordering and payment of online compliance accounts for faculty and students, as required by clinical agencies and to support HIPAA compliance (e.g., myClinicalExchange and CastleBranch), using discretion to address routine issues as they arise.
Maintain accountability for ensuring the most recent facility agreement received from Purchasing is stored in the department’s shared drive for access and reference.
Coordinate the nursing department honors process for eligible students across all programs, ensuring timely reporting to the College of Natural Sciences.
Document honors-related information for departmental recognition and pinning ceremonies, supporting a broad range of event preparation tasks.
Monitor and analyze department budgets and accounts including general, trust, auxiliary, and philanthropic funds.
Submit transfer of expense requests and budget adjustments in accordance with established guidelines.
Create reports and make recommendations to the Department Chair regarding budget allocations based on historical data and analysis.
Compile and submit reports requested by the College of Natural Science (CNS) Administrative Analyst/ Specialist (AAS) including account budget, projections and balances.
Process disbursement (reimbursement) requests and account establishment agreements.
Accurately monitor faculty professional development funds and expenses.
Provide lead work direction and guidance to other administrative support staff on the complexity of the admission process for the department.
Other classification-related duties as assigned