Tribal Relations Administrative Support (Administrative Support Coordinator II), Government, Tribal, and Community Relations

CSU Careers • San Bernardino, CA

2d

About The Position

Job Summary: The Administrative Support Coordinator will assist the Director of Tribal Relations, the Native American Graves Protection and Repatriation Act (NAGPRA) Administrator, and the Associate Vice President for the Office of Government and Community Relations in the University’s compliance activities and reporting related to federal and state NAGPRA legislation, including California Assembly Bills 275 and 389. Compliance with these requirements involves a multi-phase process of inventory, consultation, correspondence, visitation, and eventual repatriation of curated collections to Native American tribes. Under general direction, the position assists with compiling and maintaining records and supporting materials related to campus regulatory compliance for NAGPRA and CALNAPRA. The role also provides comprehensive administrative support to the Office of Government and Community Relations as county and local outreach and community partnerships continue to expand CSUSB’s programs and services. Responsibilities: Tribal Relations The Administrative Support Coordinator provides comprehensive clerical and administrative support to the Tribal Relations Director and the NAGPRA Administrator in support of tribal relations–related goals and initiatives. Responsibilities include, but are not limited to, coordinating travel arrangements (including authorizations, claims, registrations, and reservations); maintaining accurate calendars and scheduling meetings, events, and teleconferences; responding in a timely manner to visitors, phone calls, and electronic and other correspondence and inquiries; preparing accurate, proofread meeting minutes and contact reports; reconciling and reporting monthly on tribal relations activities; maintaining electronic and paper filing systems and office procedures and policies related to tribal relations; and coordinating and preparing background materials and specialized reports containing sensitive information for meetings, events, and teleconferences under general direction. Organizes, supports, and staffs tribal relations events and meetings, including campus visits by tribal nations and Native American committee on-campus meetings with federal, state, and local government agencies and community organizations. Responsibilities include creating and maintaining accurate invitation and guest lists; processing invitations and meeting notices; tracking responses; coordinating and confirming venues, technology support, catering services, event set-up, supplies, parking, and other event requirements; understanding and utilizing event protocols; coordinating proclamations; creating agendas; drafting communications to attendees and supporting parties; developing and maintaining planning guidelines; coordinating with presenters, panelists, and other key participants; assisting with the research and development of electronic presentations and collateral materials; and tracking event and meeting expenses. Keeps the Tribal Relations website updated in a timely manner. Office of Government & Community Relations Supports the Associate Vice President for Government and Community Relations with the office functions including supporting and staffing on campus events, campus visits and community events. Researches, summarizes, and analyzes information, compiling data to prepare reports containing sensitive information under general direction. Other classification related duties as assigned.

Requirements

• High School diploma or its equivalent
• Five years of progressively responsible experience in general clerical or secretarial work or 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

• General understanding of Tribal history and Sovereignty
• Knowledge of working with elected, appointed officials, agencies, and sovereign nations
• Knowledge of budget and travel policies and processes
• Experience effectively navigating and contributing to multiple projects concurrently, ensuring optimal resource allocation, meeting deadlines, and delivering high-quality outcomes
• Experience working in large organizations

Responsibilities

• coordinating travel arrangements (including authorizations, claims, registrations, and reservations)
• maintaining accurate calendars and scheduling meetings, events, and teleconferences
• responding in a timely manner to visitors, phone calls, and electronic and other correspondence and inquiries
• preparing accurate, proofread meeting minutes and contact reports
• reconciling and reporting monthly on tribal relations activities
• maintaining electronic and paper filing systems and office procedures and policies related to tribal relations
• coordinating and preparing background materials and specialized reports containing sensitive information for meetings, events, and teleconferences under general direction
• Organizes, supports, and staffs tribal relations events and meetings, including campus visits by tribal nations and Native American committee on-campus meetings with federal, state, and local government agencies and community organizations
• creating and maintaining accurate invitation and guest lists
• processing invitations and meeting notices
• tracking responses
• coordinating and confirming venues, technology support, catering services, event set-up, supplies, parking, and other event requirements
• understanding and utilizing event protocols
• coordinating proclamations
• creating agendas
• drafting communications to attendees and supporting parties
• developing and maintaining planning guidelines
• coordinating with presenters, panelists, and other key participants
• assisting with the research and development of electronic presentations and collateral materials
• tracking event and meeting expenses
• Keeps the Tribal Relations website updated in a timely manner
• Supports the Associate Vice President for Government and Community Relations with the office functions including supporting and staffing on campus events, campus visits and community events
• Researches, summarizes, and analyzes information, compiling data to prepare reports containing sensitive information under general direction
• Other classification related duties as assigned

Benefits

• The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year.
• Eligible employees are also able to 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