Graduate Admissions Support Coordinator ( Administrative Support Coordinator I ), Graduate Studies

CSUSB • San Bernardino, CA

3d • Onsite

About The Position

Under general supervision, the Graduate Admissions Support Coordinator coordinates administrative processes supporting graduate admissions. The role reviews and maintains application records, monitors application materials and communications, and applies established University and admissions policies and procedures to support accurate, timely processing. The coordinator serves as a resource to prospective students, faculty, staff, and assigned graduate programs; coordinates applicant and program communications; supports admissions assessment activities; and works with campus partners to resolve administrative issues and maintain accurate graduate admissions records.

The position supports the Graduate Admissions office and the Watson College of Education, including managing applicant information across WebAdMIT, Element 451, designated email accounts, and MyCOE. It also provides administrative support for recruitment events, which may include transporting event materials using a campus golf cart. Work is full-time, non-exempt, and probationary. CSUSB’s standard operating hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.; occasional evening or weekend work may be required, and schedules may vary with 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 assigned work.
• 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 broad 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 higher-level and sensitive contacts.
• Ability to use office software, databases, and CRM systems to manage applicant information and communications.
• Attention to detail and ability to process admissions information accurately.
• Strong verbal and written communication skills and ability to communicate effectively with prospective students, faculty, staff, and other stakeholders.
• Ability to provide customer service to prospective students and guide them through the application process.
• Robust interpersonal skills for relationship-building and collaborative teamwork.

Nice To Haves

• Bachelor’s degree from an accredited four-year college or university in a related field.
• Experience in higher education, admissions offices, administrative or student services roles, or a related field.
• Comprehensive understanding of admissions processes, including application prerequisites, deadlines, and selection criteria.
• Ability to rapidly learn new office-support technologies and software applications.

Responsibilities

• Coordinate graduate application processing by reviewing application records, verifying receipt of required PBAC program-level materials, and maintaining application checklists and statuses in WebAdMIT.
• Monitor Element 451 and designated admissions email accounts to retrieve, upload, and reconcile submitted materials with applicant records.
• Maintain data integrity and facilitate workflow progression in Graduate Admissions, providing cross-functional support during peak processing periods and staff absences.
• Coordinate applicant and program communications through WebAdMIT, Element 451, and the Graduate Admissions email account.
• Respond to routine and non-routine inquiries from prospective students, applicants, faculty, and staff about admission requirements, CSU degree requirements, course equivalencies, and academic pathways.
• Support graduate admissions assessment by compiling information, assisting with data collection, and coordinating the annual admissions assessment and graduate coordinator survey.
• Support Watson College of Education admissions by maintaining credential and graduate program admission information in MyCOE and keeping applicant records complete and current.
• Provide information on admissions procedures to WCOE program coordinators and staff, facilitate communications, and prepare spreadsheets for program-level review.
• Support on-campus recruitment events by setting up materials and displays weighing up to 10 pounds, providing program information, and distributing flyers.
• Travel and transport event materials and supplies using a campus golf cart as needed.
• Perform other classification-related administrative support and coordination duties as assigned in support of departmental and University operations.

Benefits

• Medical, dental, and vision plans.
• Membership in the California Public Employees Retirement System (CalPERS).
• Sick and vacation time.
• 15 paid holidays per year.
• Eligible employees may 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