Administrative Support Coordinator (Administrative Support Coordinator I), Biological Sciences

California State University, San Bernardino•San Bernardino, CA

1d•$4,047 - $5,896•Onsite

About The Position

Provide cross-departmental administrative support to the Department of Biology and the Department of Chemistry to ensure consistent service and operational coverage during regular business hours.

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.
Thorough, 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.
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

Peoplesoft experience
Experience in higher education.
Effectively handle multiple work unit priorities and projects.
Apply a wide variety of policies and procedures where specific guidelines may not exist.
Perform standard business math such as calculate ratios and percentages, track financial data, and make simple projections.
Effectively draft and compose correspondence and standard reports.
Ability to work cooperatively with a diverse group of people.

Responsibilities

Provide administrative support for the Departments of Biology and Chemistry.
Respond to inquiries in person, by phone, and via email.
Prepare, draft, and distribute correspondence and departmental communications.
Coordinate delivery and pickup of checks, confidential documents, and departmental mail.
Distribute pay warrants and incoming mail to faculty and staff.
Process faculty and staff service requests, including printing services and facilities/work orders.
Schedule and coordinate meetings, events, and departmental activities.
Reserve facilities and arrange parking permits for guest speakers and visitors.
Create, post, and distribute event flyers and promotional materials.
Coordinate catering, event logistics, and meeting materials.
Manage key requests for student assistants, research assistants, teaching associates, and part-time lecturers.
Process departmental expense forms, including direct pay, hospitality, and independent contractor requests.
Ensure procurement transactions comply with university policies and documentation requirements.
Coordinate purchasing of office supplies, equipment, and departmental resources.
Monitor inventory levels and initiate purchase orders as needed.
Support budget-conscious purchasing and procurement activities.
Coordinate student enrollment activities according to department and university policies.
Maintain class waitlists and issue enrollment permissions.
Process add/drop requests and resolve registration issues.
Remove enrollment holds and assist students with registration concerns.
Monitor class rosters, faculty office hours, and course syllabi.
Compile, maintain, and analyze departmental data and reports.
Create and maintain electronic and standard waitlists.
Coordinate student evaluations of faculty teaching and ensure confidentiality.
Manage departmental classroom and event space scheduling.
Provide administrative support for course schedule development and maintenance.
Provide administrative support for Biology and Chemistry graduate programs.
Maintain graduate student files and records.
Serve as a liaison between departments, Graduate Studies, and International Studies.
Communicate graduate program policies, procedures, and requirements to students and faculty advisors.
Support graduate students throughout their academic programs.
Coordinate scheduling for graduate presentations, thesis proposals, and defense meetings.
Perform other administrative and classification-related duties as assigned.