Administrative Support Coordinator (Administrative Support Coordinator II), College of Extended & Global Education - International Education - Temporary

CSU Careers • San Bernardino, CA

4d

About The Position

Under general supervision of the Associate Vice Provost and Dean for the College of Extended and Global Education (CEGE) and under the day-to-day work direction of CEGE International Education Admin Analyst/Specialist, this position provides overall coordination of administrative support for general fund international education department. The Administrative Support Coordinator (ASC) is responsible for the full scope of project activities including initiation, execution, coordination, implementation, and evaluation. The ASC works with complex programs, projects, and events that have campus-wide impact and that require ability to work independently, under general supervision.

Requirements

• High School diploma or its equivalent
• Five (5) 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 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.

Responsibilities

• Clerical and Administrative Support at the Department and Unit Level: Provides coordination and clerical support for the General Fund International Education unit. Maintains international agreement records in coordination with the CEGE Dean’s Office. Prepares routine correspondence, including electronic communication, draft memos, and external letters. Updates communication plan messages in the customer relations management system as needed. Prepares department- and unit-level reports as requested. Provides administrative support to the following committees: International Education Week Committee; Health Insurance Enrollment Committee; Student Engagement and Orientation Committee. Provides support to the General Fund budget analyst in program administration tasks. Reviews and coordinates updates to web page information, social media, bulletin boards, and print materials as needed. Provides additional support to General Fund units as assigned.
• Clerical and Administrative Support for the Front Desk Operation: Provides clerical and administrative support for front desk operations, including assisting with general office processes. Coordinates the work of front desk staff and student assistants in providing services to international students and scholars, as well as responding to inquiries related to education abroad. Front desk responsibilities include responding to phone calls, emails, walk-ins, faxes, and visitors, and directing students to appropriate advisors and resources. Provides lead work direction, training, and guidance to front desk staff and student assistants. Monitors customer service practices to support a welcoming and responsive experience for students and scholars.
• Clerical and Administrative Support specific to Events: Provides clerical and administrative support for events, including assisting with planning, organizing, and coordinating event-related tasks. Coordinates orientation programs for incoming international students and scholars, including but not limited to creating and updating materials, preparing agendas and background information, and coordinating evaluation and reporting of outcomes. Supports the planning and coordination of international education events, including but not limited to social, cultural, and academic activities for visiting scholars, and celebrations, information sessions, and open advising hours for students. Coordinates hospitality and logistical needs for events by arranging food and hospitality services, room reservations, parking passes, campus tours, and other services related to successful outcomes and events.
• Clerical and Administrative Support specific for Specific Program Areas: Provides clerical and administrative support for Specific Program Areas, including but not limited to assisting with Visiting Scholars Program and the Professors Across Borders Grant.
• Other Classification-Related Duties as assigned

Benefits

• The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year.
• Eligible employees are also able to participate in the fee waiver education program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees