Administrative Support Coordinator (Administrative Support Coordinator I), College of Natural Sciences

CSUSB•San Bernardino, CA

13d•Onsite

About The Position

Under the general supervision of the Associate Dean, the Administrative Support Coordinator will provide administrative and front office support for the College of Natural Sciences. This role involves coordinating front-office operations, managing procurement, serving as a college representative for pay warrants, processing academic transactions as a backup, coordinating college-wide events, and preparing financial documents.

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

Responsibilities

Coordinate front-office operations by responding to Dean's Office inquiries (in person, by phone, and email); maintain conference room scheduling; distribute mail; perform campus errands; oversee golf cart assignments and maintenance coordination; and maintain office equipment by submitting service requests as needed.
Coordinate procurement of office supplies and equipment, monitor inventory levels, and initiate purchases in compliance with university policies and budget guidelines.
Serve as the College representative for the receipt, distribution, tracking, and puck up faculty, staff, and student employee pay warrants in accordance with university procedures.
Serve as a backup to the CNS departments by processing classroom changes and student enrollment transactions, including issuing permits, removing holds, and processing add/drop requests.
Coordinate and execute college-wide events in collaboration with the Dean and Associate Deans, including Commencement, Homecoming, Science Carnival, Convocation, Outstanding Student Reception, Scherba Lectures, Chair Retreats, biannual college receptions, and other special events.
Coordinate event logistics, including venue reservations, catering, speaker agreements, meeting arrangements, awards, plaques, regalia, and on-site event support during evenings and weekends.
Prepare and process direct pay requests, hospitality expense forms, and independent contractor requisitions, ensuring accuracy, complete documentation, and compliance with university policies and procedures.