Program Support Coordinator (Administrative Support Coordinator II ), Office of Student Research

California State University, San Bernardino•San Bernardino, CA

1d•Onsite

About The Position

This position is essential to the Office of Student Research and Innovation (OSRI) providing administrative work that involves evaluation and recommendations related to operational functions and student research grant administration. The incumbent exercises independent judgment and full accountability for workflow and completion of work for the assigned support staff and improve processes, documentation, and reporting to support program effectiveness. Work is performed independently under general direction related to goals.

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 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.

Nice To Haves

Two (2) years of progressively responsible experience in program administration/coordination, fiscal tracking, grants or student program support, records management, and/or higher education administration.
Experience with grants administration, program operations, and/or compliance documentation
Experience with budget tracking, procurement processes, and travel reimbursements in an institutional setting.
Experience using InfoReady (or similar grant/application management system), event registration tools, and web content management systems
Experience planning and supporting events and training, producing communications and marketing materials
Bachelor’s degree from an accredited institution and/or equivalent training and progressively responsible administrative work experience involving study, analysis, and/or evaluation leading to improvements in policies, procedures, and/or program operations.
Knowledge of and ability to apply CSU/campus policies and procedures related to program administration, procurement, travel, and documentation standards.
Ability to plan and coordinate program cycles and operational timelines and manage multiple competing deadlines.
Ability to support budget monitoring, reconciliation support, and fiscal documentation in coordination with budget staff.
Strong written communication skills (drafting, editing, and formatting guidance, communications, and program materials).
Ability to work effectively with diverse stakeholders (students, faculty, reviewers, and campus partners) and provide high-quality customer service.
Proficiency with Microsoft Office (Excel, Word, Outlook), Teams/Slack (or equivalent), web content management tools, and design/communication tools (e.g., Canva).
Ability to learn and manage program systems (e.g., InfoReady or similar).

Responsibilities

Planning and execution of student research grant cycles from initiation through closeout.
Develop and maintain program guidelines, timelines, and operational calendars to ensure consistent implementation.
Configure and coordinate InfoReady application cycles; maintain application components, eligibility rules, communications, and workflows.
Coordinate reviewer recruitment/materials, monitor review progress, and ensure awards are processed in accordance with CSU/campus requirements.
Maintain complete, audit-ready program records and program cycle documentation.
Program reporting, tracking, and data maintenance.
Develop and maintain comprehensive trackers and reporting tools for applications, reviews, awards, payments, timelines, participation, and program activity.
Produce recurring and ad hoc reports (monthly/quarterly/annual) summarizing program volume, cycle-time, participation, and outcomes for leadership and stakeholders.
Ensure data integrity across systems (e.g., InfoReady exports, trackers, shared files) and establish consistent documentation standards.
Support evidence-based planning by identifying trends, gaps, and operational risks and elevating findings to the Director with recommendations.
Monitor program budgets, allocations, commitments, and expenditures across assigned programs. Reconcile accounts and resolve discrepancies.
Prepare annual allocation and spending plans. Provide routine budget status reports and assist leadership with forecasting review.
Ensure fiscal transactions (purchasing, reimbursements, travel, student appointments) are complete, properly documented, and aligned with allowability requirements.
Coordinate grant-related fiscal activity with Academic Affairs and College budget staff to ensure accurate reporting, timely processing, and consistent documentation
Events, trainings, and stakeholder coordination.
Plan and coordinate logistics for OSR-sponsored events, trainings, and meetings (e.g., Research Week, Taste of Research, workshops, advisory boards).
Develop event plans, timelines, run-of-show documents, task assignments, and communication schedules.
Coordinate vendors/venues/AV/registration. Coordinate participant communications and day-of troubleshooting.
Track attendance and compile post-event documentation, results summaries, and improvement recommendations for future cycles.
Policy application, compliance support, and internal controls.
Interpret and apply CSU/campus policies and program requirements related to eligibility, documentation, procurement/travel, and award administration.
Establish and maintain internal controls (checklists, standardized documentation, file requirements, approval routing) to strengthen compliance and audit readiness.
Research and resolve payment/reimbursement/charge issues. Document decisions and corrective actions. Elevate complex items as needed.
Evaluate program operations and service delivery. Identify process bottlenecks and recommend improvements to timelines, communications, and workflows.
Coordinate surveys and feedback collection. Compile results and translate findings into actionable recommendations.
Implement approved process improvements and update SOPs, templates, guidance documents, and training materials to ensure consistency.
Draft and edit program communications and marketing materials. Ensure accuracy and alignment with CSU/campus messaging standards.
Maintain and update website content, publications, communications, deadlines, program pages, and informational resources to support participation and transparency.
Produce newsletters, program materials, and standard communications to stakeholders.
Provide lead work direction to student employees supporting program operations and events (task assignment, training, quality review).
Develop task guides and office procedures for recurring workflows. Ensure deliverables meet standards