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

CSUSB•San Bernardino, CA

4d•Onsite

About The Position

Provide routine clerical and administrative support to 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 administrative and operational functions, manage competing priorities, apply university policies and procedures, and help resolve administrative issues. The position supports travel, procurement, financial administration, staff and student employee timekeeping and hiring, and the coordination of ITS events, committees, and special projects. 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.; occasional evening and weekend work may be required, and schedules may change based on business needs. Employees must reside in California upon hire.

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 the 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 software packages.
Ability to independently manage multiple work-unit priorities and projects.
Ability to independently apply a wide variety of policies and procedures, including where specific guidelines may not exist.
Working knowledge of budget policies and procedures.
Ability to perform standard business mathematics, including calculating ratios and percentages, tracking financial data, and making simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to handle a broad range of interpersonal contacts effectively, including contacts at higher levels and sensitive matters.
Valid driver’s license required.
Satisfactory completion of a background check, including a criminal records check, is required.
Must reside in California upon date of hire and be lawfully authorized to work in the United States.

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 in a higher-education office involving budget analysis, administrative functions, and program-specific knowledge of administrative cost allowances.

Responsibilities

Coordinate administrative and operational support for assigned Information Technology Services departments, set work priorities, and track multiple assignments and projects through completion.
Serve as a primary administrative contact for students, employees, campus partners, and vendors; answer inquiries and explain university procedures.
Coordinate travel requests, reservations, expense claims, and mileage reimbursements through Concur; review documentation for accuracy, authorization, available funding, and policy compliance; resolve issues and maintain travel records.
Maintain complex calendars, prioritize and coordinate meetings and appointments, resolve scheduling conflicts, and record meeting minutes when needed.
Provide coverage for other Administrative Support Coordinators, including support for search committees.
Serve as timekeeper and attendance clerk for assigned 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 new hires with guidance on campus procedures and operational processes.
Independently interpret and apply applicable CSU, university, and departmental policies and procedures; identify administrative problems and develop or recommend practical solutions.
Coordinate procurement, Corporate Card, purchasing, and related financial administrative activities for assigned departments.
Review purchase requests and supporting documents for completeness, authorization, funding, and compliance; make authorized purchases and coordinate orders for approved goods and services.
Serve as departmental Corporate Card holder or coordinator; reconcile transactions and monthly statements, retain documentation, identify discrepancies, and track transactions to completion.
Coordinate with staff, Procurement, Accounts Payable, vendors, and campus offices to resolve purchasing, invoicing, payment, delivery, and documentation issues.
Obtain vendor quotes and documentation, clarify requirements, monitor orders and deliveries, and resolve procurement issues within delegated authority or refer them for additional review.
Maintain procurement, inventory, financial, and supporting records; monitor contract, agreement, subscription, software-license, and maintenance-agreement renewal dates and notify appropriate personnel.
Enter, review, track, and reconcile assigned budget and financial information and identify discrepancies requiring correction or review.
Coordinate the administrative and logistical activities of ITS and University events, outreach, employee-development programs, student-support initiatives, cybersecurity programs, camps, committees, and special projects.
Develop work plans and timelines; identify scheduling, communication, logistical, and resource needs; coordinate with staff, departments, participants, and stakeholders; and monitor deliverables and follow-up.
Provide administrative coordination for committees, leadership groups, and project teams by scheduling meetings, preparing materials and communications, documenting action items, and monitoring follow-up.
Maintain project and event records, coordinate implementation and post-event follow-up, resolve issues within assigned authority, and communicate completion status.
Participate in training and professional-development activities to maintain current knowledge of relevant policies, procedures, and administrative systems.
Perform other classification-related administrative support duties and temporary or incidental assignments consistent with the position.