Administrative Support Coordinator (Administrative Support Coordinator I), Academic Success and Undergraduate Advising

CSU Careers • San Bernardino, CA

2d • Onsite

About The Position

Serves as the primary point of contact for the advising office, providing comprehensive administrative support to the Director of Advising. This role maintains departmental contracts, coordinates with Financial Operations to ensure accurate budgeting, and assist with recruitments, training, and lead work direction of student assistants to maintain an efficient and welcoming front office environment.

Requirements

• High School diploma or its equivalent and three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• 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.

Nice To Haves

• Higher Education experience preferred.
• Experience in processing travel and timekeeping, and Public contract experience preferred.
• Knowledge of PeopleSoft and Microsoft Office preferred.

Responsibilities

• Coordinates the Director’s travel arrangements, including but not limited to booking transportation and lodging, registering for conferences and workshops, processing related fees, providing itinerary information, and preparing and submitting travel authorizations and claims.
• Tracks and maintains staff vacation requests on Outlook calendar, ensuring approval from Director.
• Schedules and tracks the Director's outlook calendar for meetings, appointments, and calls.
• Under general supervision, submits, processes, and monitors monthly payroll for all staff members in the department, including receiving proper approvals in accordance to payroll deadlines.
• Provides comprehensive clerical and administrative support to the Director of Advising.
• Notifies appropriate supervisor of staff absences and coordinates adjustments to ensure coverage and meet operational needs.
• Receives department orders (i.e. Staples) and verifies that the inventory received matches the original order submitted.
• Obtains and distributes paychecks for advising. Serves as backup if the AVP office cannot pick up checks.
• Updates and maintains the front desk operational manual for the Administrative Support Coordinator (ASC) and student assistants.
• Applies reasoning and judgment to provide input on office procedures.
• Schedules meetings via Zoom and Teams for the department.
• Compiles and creates standard Qualtrics surveys and shares results with the advising directors.
• Utilizes the Event Management System (EMS) via PeopleSoft (PS) to prepare and submit event scheduling requests. Ensures approval is received from the Director and Financial Operations Analyst (FOA) budget.
• Prepares general correspondences, memorandums, and letters.
• Schedules and maintains conference room UH-329.
• Attends committee meetings as needed, transcribes minutes, drafts memorandums and correspondences, and follows up on action items.
• Maintains and monitors onboarding and offboarding employee checklists to ensure proper access and training requirements.
• Serve as the CIA access for advising staff.
• Serves as the first point of contact for students, staff, and visitors.
• Applies working knowledge of departments to screen incoming calls and office visitors to provide accurate information or refer callers to the appropriate individuals or other campus offices.
• Takes messages and coordinates the scheduling of appointments, interviews, and meetings for the Advising Director and staff.
• Answers routine questions from University personnel and the general public regarding ASUA -Advising and/or any of ASUA's other departments.
• Sends information to individuals inquiring about the Advising program.
• Assists with the recruitment and onboarding of student assistants by coordinating job postings, scheduling interviews, and preparing hiring documentation in collaboration with the Financial Operations Analyst.
• Collaborates with the AVP office Manager on student assistant training and professional development.
• Provides lead work direction to the front office student assistants.
• Reviews and approves student assistant hours in CHRS system and provides tasks.
• Maintains and distributes the student assistant work schedule each semester and shares updates with the Advising team.
• Monitors the student assistant budget and collaborates with the FOA to track student assistant positions, funding levels, and employment status updates for Advising.
• Works with the FOA to post student assistant jobs. May provide input for selecting candidates and schedules the interviews.
• Ensures all student evaluations are signed and completed by May by all required parties.
• Collaborates with the FOA to ensure all fiscal year (FY) deadlines are met and completed on time.
• Coordinates and tracks department contracts (i.e., copy machine, telephones) in collaboration with the FOA to maintain accurate budget records.
• Prepares and processes state and Philanthropic travel advances, expense claims, and mileage reimbursements in collaboration with the FOA to maintain accurate budget records.
• Submits online Staples orders for office supplies, equipment, hardware, and software on a needed basis. Ensures all required requisitions and hospitality forms are completed, approved, and properly documented.
• Prepares, submits, and tracks departmental duplicating and printing requests, maintaining detailed records in the budget spreadsheet in coordination with the FOA.
• Operate all office machines and equipment necessary to support daily departmental operations.
• Assist in maintaining office supply storage.
• Maintains front desk area in an orderly manner.
• Maintains department bulletin board and signage with the assistance of student staff.
• Receives, logs, date-stamps, and distributes incoming mail and office supply deliveries in a timely manner.
• Attends staff meetings.
• Prepares mailing materials.
• Assists with special projects or assignments as directed by the Director or AVP Office.
• Participates in university-provided training and professional development opportunities to enhance job knowledge and skills.
• 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: 1-10 employees