Administrative Support Coordinator (Administrative Support Coordinator II), College of Social & Behavioral Sciences - Dean's Office

CSU Careers • San Bernardino, CA

1d

About The Position

This position is responsible for providing a wide range of operational and procedural administrative support for all academic programs in the College of Social & Behavioral Sciences (CSBS) in a team environment. Day-to-day work is performed relatively independently with general instructions from the CSBS academic departments and the Dean’s office leadership. The Administrative Support Coordinator (ASC) will handle confidential information regarding sensitive issues with tact and independent judgement and diplomacy, in accordance with established University procedures. Serves as a resource for dept. chairs, faculty, and students to ensure a smooth workflow and support. Work collaboratively in a team environment to track and complete assignments. Meet all required University, College, Dept., and office deadlines inclusive of forms, processing, scheduling, contracts, assignments, etc. Stay up to date with current policies and acceptable practices.

Requirements

• High School diploma or its equivalent AND five 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 perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• 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

• Student Support: Provide administrative student support by responding to questions from current and prospective students and directing inquiries to appropriate resources.
• Responsible for meeting University, College, and Dept. deadlines and ensuring compliance with established procedures and timelines.
• Maintain efficient operations through evaluation and recommendations in consultation with the dept. chairs and college leadership.
• In consultation with dept. chairs, coordinate class schedules, maintain course updates, work with departments to review enrollment, and assist students with course permits.
• Maintain any required department databases related to admissions, enrollments, etc., inclusive of administrative support for graduate programs, Palm Desert Campus (PDC) programs, and individual department honors lists.
• Maintain correspondence with students as required.
• In consultation with department chairs, submit job description ads during recruitment for students and faculty, assist with CHRS processes, and track the progress of recruitment and hiring actions.
• Faculty Support: Provide clerical and administrative support for department chairs, school directors, faculty, and instructors.
• Assist in initiating, tracking, and processing part-time faculty hire paperwork in accordance with established university procedures.
• Maintain and update part-time faculty personnel files.
• Initiate and follow through on the process to hire independent contractors, ensuring all required documentation is completed and routed for approval in accordance with university policies.
• Assist faculty with travel requests/reimbursements.
• Maintain the calendar for conference rooms and labs to support efficient scheduling.
• Process and report time sheets ensuring signatures from dept. chairs and submit to Master Timekeeper in College Office.
• Assist student employees and their work leads (faculty members) with the CHRS timesheet process, including questions about entering time in CHRS or how to report time on paper timesheets, as needed.
• Assist in identifying system access needs for faculty, adjunct faculty, and student employees and communicate those needs to the college analyst for processing.
• Support separation procedures by coordinating the removal of departing faculty, adjuncts, and student employees from department listservs, collecting department property, and completing or forwarding required separation paperwork to the appropriate offices.
• In consultation with department chairs, run and monitor reports for term faculty workload, including Full-Time Equivalent (FTE) and Weighted Teaching Units (WTU).
• Communicate with the Office of Faculty Affairs and Development as needed.
• Assist faculty candidates with reimbursement and expense paperwork.
• Budget Support: Monitor departmental and school budgets including operating, professional development, University Enterprises Corporation (UEC), Professional and Continuing Education (PaCE), Philanthropic, and other funds.
• Reconcile internal budget reports.
• Proactively monitor budget and spending to keep department chairs and school directors apprised of budget status and availability of funds.
• Regularly attend Financial Affairs Collaboration Team (FACT) meetings.
• Process various documents, including but not limited to, timesheets, financial forms, invoice requests, direct expenditures, purchase requisitions, special consultant, and independent contractor requests to ensure payment to appropriate accounts, persons, or vendors and procurement of items.
• Submit monthly reconciliation of corporate cards to Procurement Services.
• Follow rules and regulations that govern proper and appropriate use of funds.
• Follow up to ensure payments are processed in a timely manner.
• Monitor faculty PDF, organize documentation, and keep faculty updated on balances and expirations.
• Events: Reserve rooms, order food and refreshments on campus through appropriate campus programs.
• Process all event paperwork such as invoices, payment, hospitality forms, attendance forms, arrange parking passes, etc.
• Review department websites and make changes and updates as needed.
• Responsible for maintaining established business open hours for main office.
• Supplies: Order necessary supplies for departments.
• Initiate work orders and requests for departmental or building areas in need of repair and/or service.
• 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.
• A summary of benefit information can be found here .

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees