Department Administrative Support Coordinator (Administrative Support Coordinator II), Special Education, Rehabilitation & Counseling

CSU Careers•San Bernardino, CA

3d•Onsite

About The Position

This position serves as the Administrative Support Coordinator II for the Department of Special Education, Rehabilitation and Counseling. The role involves coordinating all clerical and administrative support functions, requiring independent judgment in interpreting and implementing university, college, and departmental policies and procedures to support departmental operations. The coordinator acts as an administrative resource for the department chair, faculty, and students, resolving operational issues and ensuring service continuity. Key duties include managing daily office operations, prioritizing tasks, and resolving issues related to faculty support, student services, scheduling, personnel, budget, and office operations. The position also involves planning and coordinating class scheduling, records management, reporting, document preparation, travel requests, maintenance requests, and departmental projects. Additionally, the role includes coordinating clerical and administrative support, managing departmental meetings and events, taking meeting minutes, and performing other classification-related duties as assigned, especially during peak workloads or staff absences.

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.
Possession of a valid Driver's License is required.
The person holding this position is considered a limited mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1096.
Hires only individuals lawfully authorized to work in the United States.
Must verify identity and eligibility to work in the United States and complete the required employment eligibility verification form upon hire.

Nice To Haves

Ability to coordinate, prioritize and monitor projects through their completion with accountability for end results while establishing priorities to meet deadlines.
Experience utilizing the following programs: - MS Office - Adobe - People Soft CHRS and CFS - Concur - CSU Buy.

Responsibilities

Serves as an administrative resource to the department chair, faculty, and students by resolving operational issues and ensuring continuity of services.
Coordinates a broad range of administrative support functions, organizing and prioritizing workflows to ensure effective operation of academic and administrative activities.
Serves as the primary office contact, independently responding to inquiries, resolving issues, and directing students, faculty, staff, and visitors to appropriate resources.
Exercises independent judgment in managing daily office operations, prioritizing tasks, and resolving issues related to faculty support, student services, scheduling, personnel, budget, and office operations.
Under the direction of the Department Chair, plan and coordinate class scheduling, records management, reporting, and document preparation, ensuring compliance with university policies and procedures.
Utilizing Concur, provide guidance and information to faculty for submission of travel requests and expenses supporting faculty to successfully complete the process.
Plans and coordinates key requests and maintenance requests ensuring compliance with university policies and procedures.
Coordinates departmental projects and initiatives from planning through implementation and evaluation to support operational effectiveness and program goals.
Coordinates clerical and administrative support functions for the department office, establishing priorities and ensuring work is completed according to established standards and timelines.
Coordinates department meetings, events, and activities by managing logistics, scheduling, materials preparation, and follow-up actions to support program objectives.
Coordinate the set up of various meetings and take meeting minutes.
Performs other classification-related duties as assigned, including coordinating administrative functions during peak workloads, staff absences, and urgent operational priorities.
Create and maintain accurate records for all full-time and part-time faculty workload in the department to support timely reporting requirements for the college and university.
Compile and review data for completion of part time faculty hiring appointments ensuring accuracy and compliance with university policies and procedures.
Maintain lists of classroom visitations and part-time faculty evaluations with directions from the department chair to assist in tracking completion of necessary faculty evaluations.
Submit completed evaluations to the dean’s office.
Coordinate the Student Evaluation of Teaching Effectiveness (SOTE) process utilizing campus policies and procedures to identify courses to be evaluated and ensure courses are set up to go through the evaluation process.
Coordinate faculty recruitment processes and serve as the department's primary administrative liaison, collaborating with the department recruitment committee, department chair, Faculty Affairs and Development, and the Watson College of Education dean's office to ensure compliance with university policies and timely completion of recruitment activities.
Maintain part-time faculty personnel files in accordance with university policies, collective bargaining agreements, and records retention requirements.
Act as the department timekeeper, reporting SRC faculty leave each month in Absence Management by accurately entering leave information into the reporting system ensuring compliance with related policies and procedures.
Maintain accurate and detailed records of the accrual of banked faculty workload units and the process of utilizing the units per college and division policies and procedures.
Perform business math and maintain departmental budget records by tracking expenditures, reconciling accounts, monitoring available funding, and preparing budget status information to support departmental fiscal operations.
Administers procurement and travel processes, including credit card purchases, purchase requisitions, reimbursements, and expense transactions, ensuring adherence to CSU policies and timely processing through collaboration with Procurement Services, Accounts Payable, and vendors.
Participate as a committee member for various events related to the college.
Provide event support by assisting with planning and coordinating various tasks as they are delegated by the committee lead.
Provide staff support at events which may also include events that are outside of regular business hours.
Perform other classification-related duties as assigned.