Administrative Support Coordinator (Administrative Support Coordinator II), Information Technology Services Internal Only

California State University, San Bernardino•San Bernardino, CA

6d•$4,367 - $6,362•Onsite

About The Position

Provide a full range of routine clerical and administrative support functions for departments under the Chief Information Officer, including Digital Transformation, Information Security and Compliance, and Strategic Technology Initiatives. Under the general direction of the appropriate administrator, independently coordinate complex administrative and operational support for assigned Information Technology Services departments. Work includes administrative operations, travel, calendars and meetings, timekeeping, recruitment and onboarding, procurement and financial administration, and coordination of events, committees, and special projects. The position requires independent judgment, discretion, policy interpretation, problem-solving, and the ability to manage competing priorities and assignments through completion. The role is full-time, non-exempt, and temporary. CSUSB’s standard operating hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.; schedules may vary based on business needs, and occasional evening and weekend work may be required. Employees must reside in California upon hire. A satisfactory background check and valid driver’s license are required.

Requirements

High school diploma or equivalent and three years of progressively responsible general office clerical or secretarial experience, or equivalent.
Experience sufficient 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 broad range of technology, systems, and packages.
Ability to independently handle multiple work-unit priorities and projects.
Ability to independently apply 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, including calculating ratios and percentages, tracking financial data, and making simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to effectively handle a broad range of interpersonal contacts, including contacts at higher levels and sensitive contacts.
Possession of a valid driver’s license.
Satisfactory completion of a background check, including a criminal records check.
Must reside in California upon date of hire.
Must be lawfully authorized to work in the United States and complete required employment eligibility verification upon hire.

Nice To Haves

Experience with budget policy and practice, particularly in a higher-education office.
Ability to work collaboratively and communicate effectively in a team environment.
Ability to learn and work in a fast-paced environment.
Thorough knowledge of English grammar, spelling, and punctuation, and ability to communicate clearly orally and in writing.
Two or more years of experience working in an office within an institution of higher education with budget analysis, administrative functions, and program-specific knowledge of administrative cost allowances.

Responsibilities

Coordinate complex administrative and operational support functions for assigned Information Technology Services departments.
Coordinate administrative operations, establish work priorities, and ensure timely completion of assignments and projects.
Serve as a primary administrative contact for students, employees, campus partners, and vendors; respond to inquiries and explain university procedures.
Coordinate travel requests, reservations, expense claims, and mileage reimbursements through Concur; review documents for accuracy, authorization, funding, and policy compliance.
Interpret travel procedures, communicate requirements and deadlines, resolve documentation or reimbursement issues, coordinate with travelers and relevant offices, and maintain travel records through completion.
Communicate with campus partners, answer incoming calls, and assist callers according to university policies and procedures.
Maintain complex calendars, evaluate scheduling priorities, resolve conflicts, and coordinate meetings and appointments.
Attend meetings and record minutes as needed.
Provide coverage for other Administrative Support Coordinators, including coordinating and supporting search committees.
Serve as timekeeper and attendance clerk for assigned ITS staff and student employees; review time records, leave requests, payroll certifications, and absence-management transactions and coordinate corrections.
Coordinate administrative aspects of staff and student assistant recruitment, hiring, appointments, and onboarding; provide guidance on campus procedures and operational processes.
Interpret and apply CSU, university, and departmental policies and procedures; exercise judgment and discretion, manage competing priorities, and carry assignments through completion.
Identify administrative problems and develop or recommend practical solutions.
Participate in training and professional-development activities to maintain current knowledge of policies, procedures, and administrative systems.
Coordinate procurement, Corporate Card, purchasing, and related financial administrative activities for assigned ITS departments.
Review purchase requests and supporting documentation for completeness, authorization, funding, and procurement compliance; make authorized purchases and coordinate departmental orders for approved goods and services.
Serve as departmental Corporate Card holder or coordinator; reconcile transactions and monthly statements, maintain documentation, identify discrepancies, and monitor transactions through completion.
Coordinate with ITS staff, Procurement, Accounts Payable, vendors, and campus offices to resolve purchasing, invoicing, payment, delivery, and documentation issues.
Research and resolve procurement discrepancies and nonstandard issues within delegated authority or coordinate matters requiring further review.
Obtain vendor quotes and required documentation, clarify order or service requirements, monitor purchasing and delivery, and complete authorized purchases.
Maintain procurement, inventory, financial records, and supporting documentation; monitor contract, agreement, subscription, software-license, and maintenance-agreement renewal dates and communicate upcoming requirements.
Enter, review, track, and reconcile assigned budget and financial information and identify discrepancies requiring correction or additional review.
Coordinate administrative and logistical activities for ITS events, committees, and special projects, including university events, outreach, employee-development programs, student-support initiatives, cybersecurity programs, and camps.
Develop work plans and timelines; identify logistical, scheduling, communication, and resource requirements; and coordinate with staff, campus departments, participants, and stakeholders.
Communicate assignments, deadlines, event requirements, and project information; monitor deliverables and follow-up through completion.
Resolve administrative, scheduling, and logistical issues within assigned authority and coordinate matters requiring management or campus-office involvement.
Coordinate implementation and post-event or project follow-up, maintain records, track outstanding action items, and communicate completion status.
Provide administrative coordination for ITS committees, leadership groups, and project teams, including scheduling meetings, coordinating materials and communications, documenting information and action items, and monitoring follow-up.
Perform other classification-related administrative support duties and temporary or incidental assignments consistent with the classification and scope of the position.