Program Support Coordinator (Administrative Support Coordinator II), Watson College of Education, Deans Office

Details•San Bernardino, CA

1d•Onsite

About The Position

Under the general direction of the Program Directors and reporting to the Dean of the College of Education, the Program Support Coordinator supports the Doctoral Studies program by coordinating administrative operations, assisting faculty and students, and ensuring the effective delivery of program services.

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.

Nice To Haves

The ability to interact and work cooperatively with all University and COE administrators, department chairs, directors, faculty, staff, students and visitors.
Ability to handle multiple projects and priorities.
Ability to work independently under general direction of Program Directors.
The ability to coordinate, prioritize and monitor projects through their completion with accountability for end results while establishing priorities to meet deadlines.
Ability to maintain a thorough knowledge of the doctoral program.
Ability to effectively work in and maintain knowledge of EMS, CLSS, PeopleSoft CS, HR, CFS, Data Warehouse, Concur, Absence Management, Adobe Sign, Microsoft Office Suite, Qualtrics, Google docs, One Drive and other systems or platforms as needed.

Responsibilities

Administers the day-to-day operations of the Doctoral Studies program office by providing comprehensive administrative and programmatic support to faculty, students, and Program Directors.
Processes the doctoral student admissions process by application tracking, file preparation, scheduling of applicant interviews and maintains official student records to ensure compliance with university policies and procedures.
Coordinates course scheduling and support enrollment management by processing student enrollment permissions and student registration in PeopleSoft.
Administers course evaluation processes (SOTE), ensuring accurate setup and completion.
Serves as a liaison with campus partners to support program operations, including Technology Support Services (TSS), Facilities, and other administrative units.
Processes faculty and student travel, including pre-approvals, travel advances, and expense reporting via Concur.
Prepares and processes a variety of administrative and financial documents, including purchase requisitions, hospitality forms, independent contractor requests, and other university-required documentation.
Initiates work orders with facilities and process key requests.
Maintains program communications, including listservs, and ensures accurate recordkeeping of course syllabi and other program documentation for archival and accreditation purposes (e.g., WASC).
Coordinates and attends meetings for program committees and subcommittees, including agenda preparation, logistics, and meeting minutes.
Coordinates and monitors the Doctoral Studies program budget in collaboration with the Student Services Professional (SSP) and College Analyst by maintaining detailed spreadsheet to monitor expenditures across multiple categories, including travel, supplies and services, printing, and faculty-related funding.
Processes budget transfers, expense reallocations, and monthly reconciliations to ensure fiscal accuracy and compliance with university policies.
Assists with course-related financial processes by tracking and facilitating the transfer of instructional costs.
Monitors procurement card activity and reconcile monthly statements in accordance with campus procedures.
Provides regular budget reports and updates to Program Directors and supports financial planning by tracking trends and available resources.
Coordinates administrative processes related to faculty appointments and workload by preparing part-time faculty appointment worksheets each term and facilitates contract processing, including routing for approval and electronic signature.
Maintains faculty records and files in accordance with university policies
Tracks faculty entitlements, eligibility, and workload-related data, including banked units associated with dissertation committee service.
Assists faculty with processes related to workload adjustments, professional development funds, and other personnel related transactions.
Serves as a liaison with college administrative staff on faculty related matters, including leaves, sabbaticals, and Faculty Early Retirement Program (FERP) processes.
Maintains accurate records to ensure timely submission of required documentation.
Coordinates logistics and provides administrative support for program events, including commencement, receptions, and other academic or community engagement activities.
Serves as the primary point of contact for doctoral program commencement activities, including preparing and submitting graduate lists to the Dean’s office each term
Other classification-related duties assigned to support the ongoing needs of the Doctoral Studies program.