Administrative Support Coordinator (Administrative Support Coordinator II), College of Arts & Letters – English

Job Summary:

The primary work activities for the administrative support coordinator includes office support, information gathering and analysis, communication and interaction with others, administrative support and office coordination, and academic program support.

Duties and responsibilities

Academic Program Support

Coordinate and provide program support to a large/complex academic department. Responsibilities include:

• Maintain records and files, including faculty and staff department employee files; Prepare and keep accurate records of faculty offices, office hours, and class schedules.
• Assist the Department Chair in preparing course schedules and input of courses into CLSS and PeopleSoft; issue permits, course consolidation, 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. Monitor workload and enter faculty additional assignments into PeopleSoft to accurately report workload for internal campus use and reporting to the Chancellor’s Office.
• Assist and coordinate faculty recruitments both tenure-track and lecturers; placing faculty job announcements to various hosting institutions; 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.
• Provide graduate program administrative support by applying and interpreting specialized policies and procedures for monitoring incoming applicant materials and effectively handling interpersonal interactions with applicants and new admits.
• Provide lead work direction, training and guidance with assisting English applicants and coordinators on the use of WebAdmit web system; creates and maintains comprehensive graduate student records and databases; independently provides and prepares various reports relating to graduate students; responsible for filing various documents with Graduate Admissions and Registrar Office ensuring students are progressing towards completion of program; and attend various meeting for the graduate programs.

Administrative Support & Office Coordination

Coordination & performance of the entire clerical and administrative support functions in a large/complex academic department. Responsibilities include:

• Coordinate the daily operations of a large/complex Academic Department and independently make decisions on the day-to-day operations of the office.
• Enter faculty time attendance and report the information into Absence Management for TT and lecturers monthly.
• Assist the department chair by identifying approaches, plan, initiates, and coordinates projects in the area of equipment and facilities for the department.
• Ensures the English Department and MA program websites are correct and current; create and maintain syllabus archive, assessment repository, documents, forms, and various surveys for the department.
• Maintains and updates the English program email listservs, disseminating essential information.
• Execute and create marketing materials as needed to promote the department’s courses and programs.
• Lead work direction, training and guidance to student assistants. Involved with the hiring process, collecting student assistant payroll reports, providing input for the performance evaluation, and preparing hire and termination paperwork.

Office Support/Communication and Interactions with Others

Provides office support at a higher level in a large/complex academic office. Responsibilities include:

• As the department liaison, provide excellent customer service to students, faculty, and other departments and colleges on campus, drawing on specialized knowledge and interpretation of departmental and university policies, procedures and practices.
• Answer phone calls, emails and walk-in inquiries from faculty, staff and students with professionalism and mutual respect.
• Provide information to students about procedures on various matters, such as change of grade forms, overload, class drop and add forms, etc., drawing on specialized knowledge and interpretation of departmental and university policies, procedures and practices.
• Troubleshoot and assist faculty with questions regarding submissions of travel requests and expense reports through Concur, including individual and group travel, applying and interpreting knowledge of state and campus travel policies and procedures.
• Monthly distribution of Faculty and Staff pay warrants.
• Schedule and arrange detailed and complex meetings and events for the Department Chair; prepare routine correspondence; attend meetings and record meeting minutes.
• Maintain department (office, faculty, and English Programs) inventory and purchase supplies (educational materials, office supplies, and equipment) using either a requisition or corporate card; complete disbursement paperwork for business activities and events; Submit department duplication or printing requests; Initiate work orders and requests for departmental or building areas in need of repairs such as change of locks and heating and air conditioning in order to maintain a proper work environment.
• Act as a department liaison between suppliers, vendors, and campus departments to fulfill purchases for the office, faculty, and English programs.

Information Gathering & Analysis (Budget Support)

Specialized policies and procedures are interpreted and applied for the following responsibilities:

• Monitor and analyze budgetary data all department budgets and accounts, which includes general fund, trust funds, auxiliary funds and philanthropic funds.
• Submit Budget Amendment Requests as required along with Journal Entry Requests (TOEs) as needed.
• Perform business math and analyze budgetary data to reconcile monthly corporate card purchases and monitor faculty professional development funds and expenses.
• Create complex documents, presentations, spreadsheets, and reports expertly using software packages, formulas, systems, and related functions for budget allocation, accurate projections and recommendations to the department chair.

Other classification related duties as assigned

Minimum Qualifications:

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

Required Qualifications:

• In addition to Position Skill Level I knowledge and skill requirements, work assignments typically require:
• 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.

Compensation and Benefits:

Anticipated Hiring Range: $3,865 – $4,667 per month

Classification Salary Range: $3,865 – $6,335 per month

The salary offered will take into account internal equity and experience among other factors.

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. A summary of benefit information can be found here.

Position Information:

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: July 30, 2024

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.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

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 https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

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 https://www.csusb.edu/human-resources/diversity-inclusion

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 CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

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: https://www.csusb.edu/clery-act

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