Administrative Support Coordinator (Administrative Support Coordinator II), School of Computer Science and Engineering,

CSU Careers•San Bernardino, CA

8d•Onsite

About The Position

The Administrative Support Coordinator (ASC) coordinates clerical and administrative support functions for the School of Computer Science and Engineering, serving students, faculty, stakeholders, and the community. Under general direction, the ASC works closely with the School Director on budgeting, class scheduling, and program admissions, and provides lead work direction, training, and guidance to administrative support staff. The role independently coordinates the office’s daily operations, supports customer service and policy interpretation, manages meetings and records, maintains office inventory, and coordinates purchasing, facilities requests, course scheduling, faculty appointments and recruitment documentation. The ASC also supports faculty travel and expense reporting, tracks time and absences, monitors budgets and expenditures, prepares reports and recommendations, and provides training and work direction to administrative support staff and student assistants. This is a full-time, non-exempt, probationary position. During the academic year, the schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; during summer, it is Monday through Thursday, 7:00 a.m. to 5:30 p.m. Some evening and weekend work may be required. Employees must reside in California upon hire and perform CSU-related work within the state. Employment is contingent on satisfactory completion of a background check. The position is a mandated reporter under California law.

Requirements

High school diploma or equivalent and five years of progressively responsible experience in general office clerical or secretarial work, or equivalent.
Comprehensive and detailed knowledge of university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently and exercise judgment and discretion when precedents do not exist.
Ability to troubleshoot office administration problems and respond to inquiries and requests related to the work area.
Ability to understand problems from a broader perspective and anticipate the impact of administrative problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present reports.
Ability to handle interpersonal interactions at all levels, including highly sensitive situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Nice To Haves

Knowledge of PeopleSoft or a similar enterprise-wide application.
Experience in higher education and administrative support.

Responsibilities

Independently coordinate and maintain the School of Computer Science and Engineering office’s daily operations, ensuring timely completion of University, College, and Department deadlines and demands.
Provide customer service to students, faculty, campus departments, and colleges by interpreting departmental and university policies, procedures, and practices.
Answer phone calls and walk-in inquiries professionally and respectfully; provide students with procedural information on matters such as grade changes, overloads, and adding or dropping classes.
Use judgment and discretion to troubleshoot office administration problems.
Schedule and coordinate detailed meetings and events for the Director, prepare routine correspondence, attend meetings, and accurately record minutes.
Maintain office inventory and procure educational materials, office supplies, and equipment; prepare disbursement documentation and submit duplication or printing requests.
Liaise with suppliers, vendors, and campus departments to coordinate purchases; process forms and obtain required signatures.
Initiate work orders and coordinate repair and maintenance requests, including lock changes and HVAC issues.
Maintain accurate records of faculty offices, office hours, and class schedules; assist the Director with course schedules and update course offerings in PeopleSoft.
Monitor and process lecturer teaching appointments, generate contracts, and coordinate office space and keys.
Monitor faculty workload and enter additional assignments into PeopleSoft for internal campus and Chancellor’s Office reporting.
Assist with tenure-track and lecturer recruitments; collect, review, and file hiring documentation, including student and peer teaching assessments, in compliance with university policies.
Prepare appointment letters for faculty, teaching associates, and instructional student assistants using the Common Human Resources System (CHRS).
Assist faculty with questions about travel requests and expense reports through Concur, including individual and group travel.
Serve as timekeeper and enter faculty absences.
Monitor and analyze department budgets and accounts, including general, trust, auxiliary, and philanthropic funds.
Submit expense transfers and budget adjustments according to established guidelines.
Reconcile procurement-card transactions monthly and maintain supporting documentation.
Prepare reports and recommend budget allocations to the Director based on historical data and analysis.
Compile and submit account budget, projection, and balance reports requested by the College of Natural Science Administrative Analyst/Specialist.
Process reimbursement requests and account establishment agreements.
Monitor faculty professional-development allocations and expenditures to ensure accurate balances.
Provide lead work direction and training to the department Administrative Support Coordinator and student assistant(s).
Perform other classification-related duties as assigned.