Administrative Support Coordinator (Administrative Support Coordinator I), Faculty Affairs & Development

CSU Careers•San Bernardino, CA

5d•Onsite

About The Position

Under the general supervision of the Associate Provost for Faculty Affairs & Development, the Administrative Support Coordinator provides administrative and operational support for the Office of Faculty Affairs & Development. Responsibilities include ensuring adherence to established policies and procedures, coordinating daily office operations, exercising judgment in resolving routine administrative matters, coordinating projects, and directing faculty to appropriate resources. The incumbent also assists in planning and implementing programs and events that promote faculty engagement.

Requirements

High School diploma or its equivalent AND three years of experience in general office clerical work or one year of training in a vocational school/college.
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.
Must reside in the State of California upon date of hire.
Satisfactory completion of a background check (including a criminal records check) is required for employment.
Verification of identity and eligibility to work in the United States and completion of the required employment eligibility verification form upon hire.

Nice To Haves

Bachelor’s degree in business administration, communications, student affairs, or a related field.
Three or more years of progressively responsible administrative support experience in higher education or a comparable setting.
Experience with budget tracking, financial reconciliation, and preparing fiscal reports.
Knowledge of CSU or higher education policies, procedures, and systems (e.g., procurement, travel, student employment, Federal Work Study).
Demonstrated experience providing lead direction, training, or supervision to student employees or support staff.
Strong customer service background with the ability to handle complex inquiries and resolve issues.
Event coordination experience, including logistics, hospitality compliance, and cross-departmental collaboration.
Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook), as well as experience with databases, online forms, and digital tools (e.g., QR codes, shared drives).
Excellent interpersonal skills and ability to work effectively with a diverse campus community.
Ability to analyze data, prepare reports, and make recommendations to improve operations.

Responsibilities

Greet customers by telephone or in person, screens visitors and callers, and direct them to the appropriate office or individual.
Responds to routine inquiries and refers questions requiring policy interpretation or specialized knowledge.
Receives, sorts, screens, and distributes physical and electronic mail.
Drafts responses to routine inquiries.
Schedule meetings and appointments.
Monitors Faculty Affairs and Development calendars.
Tracks event registrations and assist with event preparation and setup.
Establishes and maintains physical and electronic records and files.
Types and proofreads documents.
Prepares routine correspondence and processes standard forms.
Completes routine verbal employment verifications.
Completes Applicant Assessment Forms for new hires and routes them for review and processing.
Provides clerical support for faculty evaluations and classroom visitations.
Tracks faculty schedules and sends standard notifications to colleges.
Maintains records related to faculty evaluations and classroom visitations.
Tracks paper and electronic student evaluations of teaching.
Tracks additional-pay entries and related email correspondence.
Refers discrepancies and questions to the appropriate staff member.
Collects and maintains information for standard lists, records, and reports.
Enters and updates information in systems, spreadsheets, databases, and document templates.
Generates routine reports and correspondence using established formats and procedures.
Creates and updates basic spreadsheets and documents.
Enters approved faculty updates in the university catalog.
Gathers and compiles information for the Academic Calendar.
Provides administrative support to Academic Personnel and the Academic Calendar Committee.
Makes approved routine updates to the Faculty Affairs website.
Posts approved social-media notices, announcements, photographs, and other content.
Performs other related duties as assigned.