Administrative Support Coordinator Jobs

Campus:
San Bernardino

Job ID: 530246

Job Title:
Administrative Support Coordinator (Administrative Support Coordinator II), Kinesiology

Appointment Type:
Probationary

Time Base:
Full-Time

Date Posted:
August 7, 2023

Closing Date:
August 21, 2023

Description:

Job Summary:

The Administrative Support Coordinator coordinates the daily operation of the Department Kinesiology, which has over 900 majors. The Administrative Support Coordinator II works closely with the Department Chair to schedule courses each semester and provides administrative support to over 30 tenure track faculty and adjunct faculty.

Major duties and responsibilities:

Office Support & Coordination/Administrative Support

• Answer phone calls and walk-in inquiries from faculty, staff and students with professionalism and mutual respect.
• Coordinate the daily operation of the Department of Kinesiology.
• Maintain office inventory and purchase supplies (educational materials, office supplies, and equipment) using either a requisition or procurement card; complete disbursement paperwork for business activities and events; Submit department duplication or printing requests.
• Act as a liaison between suppliers, vendors, and campus departments to fulfill purchases.
• Provide excellent customer service to students, faculty, and other departments and colleges on campus, drawing on broad knowledge and interpretation of departmental and university policies, procedures and practices.
• Maintain a smooth-running office with minimal supervision in order to meet University, College, and Department deadlines and demands.
• Schedule and arrange detailed and complex meetings and events for the Department Chair; prepare routine correspondence; attend meetings and record meeting minutes.
• Initiate work orders and requests for departmental or building areas in need of repair such as change of locks and heating and air conditioning in order to maintain a proper work environment. Ensure department has most recent facility agreement (received from purchasing) stored in shared drive.
• Provide information to students about procedures on various matters, such as change of grade forms, overload, class drop and add forms, etc.

Academic Support

• Maintain faculty meeting minutes.
• Enter faculty time attendance and report the information into Absence Management.
• Prepare and keep accurate records of faculty offices, office hours, and class schedules.
• Assist faculty with questions regarding submissions of travel requests and expense reports through Concur, including individual and group travels.
• Assist and coordinate faculty recruitments both tenure-track and lecturers; collect, review and file all hiring paperwork, student and peer evaluations of faculty teaching, etc., and ensure that documentation is properly assigned to department employee files.
• Assist the Department Chair in preparing course schedules each semester and input of courses into PeopleSoft; update scheduled course offering with current information, instructors, times, and rooms; monitor and process lecturer teaching appointments, generate contracts, arrange for office space, keys, etc.
• Prepare faculty appointment letters and enter information into PeopleSoft.
• Monitor workload and enter faculty additional assignments into PeopleSoft to accurately report workload for internal campus use and reporting to the Chancellor’s Office.

Budget Support

• Reconcile procurement card purchased monthly.
• Create reports and make recommendations to the Department Chair regarding budget allocations based on historical data and analysis.
• Accurately monitor faculty professional development funds and expenses.
• Submit transfer of expense and budget adjustments
• Monitor and analyze all department budgets and accounts, which includes general fund, trust funds, auxiliary funds and philanthropic funds

Lead Support

• Provide lead work direction and training to the department Administrative Support Assistant and Student Assistant Employees.
• Prepare Student Assistant hire and termination paperwork.
• Collect monthly student assistant payroll reports and submit to the Dean’s Office.
• Oversee the student assistant hiring process in the department.

Other job-related duties as assigned by the Department Chair.

Minimum Qualifications: Required Education and Experience

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

Required Qualifications

• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to effectively write and present own reports.
• Thorough mastery of English grammar, punctuation, and spelling.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Expertise in using office software packages, technology, and systems.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.

Preferred Qualifications

• Knowledge of PeopleSoft or similar enterprise-wide application is desirable.
• Experience in higher education and administrative support preferred.

Compensation and Benefits:

Anticipated Hiring Range: $3681 - $6034 per month, Commensurate with experience.

Classification Salary Range: $3681 - $6034 per month

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 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Non-exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

The application deadline is August 21, 2023.

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.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

I-9

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. See Form I-9 Acceptable Documents at

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact Nora Jean Fernandez, ADA Manager at [email protected]

Smoking

CSUSB is a smoke and tobacco-free campus.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: