Administrative Support Coordinator (Administrative Support Coordinator 12 Mo), Environmental Health & Safety

Job Summary:

Provides a full range of administrative and technical support and guidance to faculty staff and students to support a safe work and learning environment while implementing the concepts and requirements of the chemical hygiene plan. Demonstrates proficiency and expertise in chemical hygiene and works to implement the requirements of the plan for regulatory compliance.

Duties and responsibilities:

Administrative Support

• Independently provide direct support to the Executive Director of Risk Management and the Director of Environmental Health and Safety (EH&S) including but not limited to scheduling meetings maintaining calendars and availability and coordinate appointments for leadership.
• Respond to incoming calls on behalf of leadership providing professional and timely responses and directing them appropriately within the department.
• Apply working knowledge of budget policies to monitor and track the Risk Management and EH&S budgets identify changes make simple projections and provide reports to leadership to support informed decision-making. Perform budget-related transactions such as requesting journal entries and cost recovery etc to maintain the budget.
• Under general supervision address a wide range of problems requiring interpreting policies and procedures and using ingenuity to put information together in new ways including using reasoning and judgement to make decisions based on existing policies or procedures.
• Utilize general office equipment and a variety of office support technology systems.
• Assist with varied and complex project activities with accountability for end results.
• Independently under general supervision handle day-to-day work setting priorities for self and other support staff while maintaining agility with evolving projects systems and technology.

Process Development:

• Provide input on routine processes and help identify improvements for operational and procedural processes.
• Contribute to the creation and maintenance of an office procedure manual. Maintain the accuracy of the manual and ensure it stays up to date.
• Collaborate with team members to identify opportunities for increased efficiency and effectiveness in administrative workflows.
• Contribute to the planning and coordination of work within the unit providing insights for process enhancements.

Record Keeping:

• Maintain accurate and organized records related to department functions projects and committees and follow department records and retention schedules in alignment with Federal State and CSU standards.
• Carefully complete records related to hazardous waste medical waste training invoices and associated reports. Request missing records as needed and follow a check-out process for internal record access.
• Maintain reports which outline department key performance indicators (KPIs) as well as metrics around Risk Management and EH&S programs from various data sources. Draft and compose standard correspondence on behalf of the department to areas falling below the established standards.

Customer Service:

• Greet customers and visitors providing a welcoming and professional atmosphere.
• Provide excellent customer service by addressing general inquiries and requests from individuals at all levels within the organization by person phone or email.
• Handle interpersonal contacts with professionalism and responsiveness demonstrating clear and effective communication skills both orally and in writing.
• Foster a positive and collaborative environment through effective communication.

Customer Engagement:

• Engage with customers to understand their needs and expectations.
• Provide guidance and training to customers on standard office procedures and technology systems to support their effective use of departmental services.
• Foster a positive and collaborative environment through effective communication including those at a higher level and those sensitive in nature.

Other Duties as Assigned:

• Other classification related duties as assigned by supervisors or as necessitated by evolving organizational needs.
• Contribute to special projects and initiatives as directed.

Minimum Qualifications:

• High school diploma or its equivalent and three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications:

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough detailed knowledge of applicable university infrastructure policies and procedures.
• Thorough knowledge of English grammar punctuation and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology systems and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math such as calculate ratios and percentages track financial data and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

Preferred Qualifications:

• Multi-lingual preferred
• Practical experience in or functional knowledge of Environmental Health and Safety and Risk Management
• Familiar with the CSU and/or campus procedures
• Event planning experience preferred
• Familiarity with maintaining a social media presence and ability to design digital media assets preferred.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and ability to learn new software.
• Ability to prioritize tasks handle multiple responsibilities and meet deadlines.
• Ability to support multiple administrators with office management including calendaring and calls.
• Apply judgment and discretion in solving routine problems or interpreting policies.
• Professional customer service skills with a focus on stakeholder satisfaction.
• Ability to handle sensitive materials with confidentiality and discretion.
• Competence in basic arithmetic for tracking budgets or comparing data.
• Experience coordinating meetings events or program-related activities including note-taking.
• Flexibility to work independently or collaboratively in a dynamic environment.

License/Certifications:

• CA Drivers License

Compensation and Benefits:

Anticipation Salary Range: $3864 - $4500 per month

Classification Salary Range: $3864 - $6072 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 - Friday 8:00 5:00 PM

Summer Schedule: Monday-Thursday: 7:00 am - 5:30 PM

Application Deadline: June 6 2025

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.

Drivers License Check

Possession of a valid Drivers License and Car Insurance is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid drivers license and reflects driving record.

Mandated Reporter

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

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 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 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

Smoking

CSUSB is a smoke and tobacco-free campus. See policy athttps:// 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: Experience:

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