Faculty Support Coordinator (Administrative Support Coordinator II), Palm Desert Campus. Internal Only

Details•San Bernardino, CA

22h•Onsite

About The Position

Under the general supervision of the PDC Administrator in charge, the Palm Desert Campus (PDC) Faculty Support Coordinator (ASC II) will provide clerical and administrative support functions for the CSUSB Palm Desert Campus faculty with minimal supervision. This is an internal posting only.

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.
Qualified applicants must be current employees of CSUSB.
As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
Possession of a valid Driver's License is required.
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Nice To Haves

Internal Posting Only.

Responsibilities

Serve as the primary point of contact and administrative liaison for Palm Desert Campus faculty, delivering exceptional customer service while coordinating complex requests, independently interpreting and applying university policies and procedures, facilitating cross-functional collaboration, and identifying solutions to operational and administrative issues that support faculty success.
Assist in reviewing faculty support operations by monitoring administrative workflows; identifying operational issues, documenting observations, and providing information to management for consideration of process improvements.
Coordinate the administrative and logistical support for professional development opportunities, workshops, and faculty engagement activities sponsored by the Faculty Center for Excellence, the Teaching Resource Center, and other campus partners by scheduling events, coordinating communications and registrations, preparing materials, and arranging event logistics to ensure effective delivery of established faculty development programs.
Coordinate faculty onboarding, office assignments, office hours, instructional support needs, and related operational activities.
Respond to faculty administrative support requests by gathering relevant information, coordinating established administrative processes with academic departments and campus partners, and facilitating timely resolution of operational issues to maintain continuity of faculty support services.
Coordinate administrative processes and provide operational support for the Gerald R. Ford Presidential Foundation Fellows Program, the Faculty Affairs and Development (FAD) Faculty Fellow, Faculty Senate Palm Desert Campus committees, and other faculty-related initiatives by preparing materials, maintaining records, coordinating meetings, tracking activities, and serving as a liaison among participating departments.
Coordinate faculty travel and reimbursement processes through the Concur system, including assisting with travel authorizations, expense reports, and supporting documentation; interpret university travel and procurement procedures, facilitate resolution of administrative issues, and ensure compliance with applicable policies and guidelines.
Coordinate faculty meetings, events, and special projects by scheduling meetings, preparing agendas and supporting materials at the direction of management, coordinating logistics and communications, maintaining records, tracking action items, and facilitating follow-up activities to support effective communication and timely completion of assigned initiatives.
Develop, distribute, and maintain faculty communication and information resources by preparing communications, updating informational materials, coordinating distribution, monitoring communication processes, and identifying administrative improvements for management consideration to promote timely dissemination of information and faculty awareness of campus services and opportunities.
Maintain and coordinate PDC faculty, department chair, and program chair distribution lists and communication channels; maintain accurate contact information, coordinate campus-wide faculty communications, and distribute timely information regarding academic initiatives, policies, events, and operational updates.
Coordinate faculty testing support services by managing exam distribution and collection procedures, monitoring testing environments, ensuring compliance with faculty instructions and university guidelines, and maintaining the security and confidentiality of examination materials.
Maintain and update administrative procedures, workflows, and documentation supporting faculty affairs functions by reviewing existing processes, documenting procedural updates, identifying operational issues, and providing information and recommendations to management for consideration to improve efficiency, consistency, and customer service.
Support academic scheduling functions of the Palm Desert Campus (PDC) and ensure schedule accuracy, including coordinating and processing schedule modification requests from department chairs and associate deans, through the CourseLeaf Section Scheduler (CLSS) system.
Utilizing the Enrollment Management System (EMS), coordinate classroom assignments, evaluate and process room change requests, monitor room utilization and capacity, and recommend scheduling adjustments to accommodate instructional and student needs.
Compile and review class scheduling and enrollment information by monitoring scheduling data, preparing reports, identifying potential scheduling conflicts, and providing administrative information and operational recommendations to management to support course availability and student access.
Review scheduling conflicts, instructional space demands, and operational constraints by coordinating with academic departments and campus partners, documenting available scheduling options, and facilitating resolution of scheduling issues in accordance with established policies and procedures to support efficient schedule development.
Prepare reports, correspondence, summaries, and administrative recommendations related to faculty operations, scheduling, communications, and support activities by compiling information from campus systems and administrative records to support management's operational planning and decision-making.
Other Classification Related Duties as assigned to provide guidance to faculty, academic departments, and campus partners regarding operational and procedural matters.