Administrative Support Coordinator (Administrative Support Coordinator II), College of Education Dean's Office

Job Summary:

The Watson College of Education (WCOE) Administrative Support Coordinator (ASC) will provide entire clerical and administrative support to the Deans Office. Under the general direction of the Dean Associate or Assistant Dean and in collaboration with the College Analyst the ASC will coordinate prioritize and monitor multiple projects through their completion with accountability for end results while establishing priorities to meet deadlines.

Duties / Responsibilities:

Prepares and maintains accurate records related to part-time faculty and graduate assistant appointments track entitlements creates processing timelines and coordinates data collection from departments and program offices to generate appointment notifications via the Common Human Resources System (CHRS). Tracks monitors and ensures all necessary actions are entered into CHRS for part-time faculty appointments that are ending.

For each term reviews faculty workload for all departments in the Watson College of Education (WCOE) and updates information as needed. Verifies information by required deadlines to ensure workload reports contain accurate data.

Coordinates the faculty sabbatical application process from notification of eligibility through collection of required documents and approval notifications.

Coordinates a broad range of operational and procedural office and administrative problems which may at times require research analysis and evaluation of information may need to be solved. Ingenuity in developing solutions is required.

Must have the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.

Under the direction of the Associate or Assistant Dean act as the lead coordinator for the WCOE annual credential ceremony commencement events WCOE community events and Diversity Equity Inclusion (DEI) events. Coordinate all aspects of event preparation accurately tracking preparing and executing details to ensure successful events. Effectively communicate event needs and expected outcomes to WCOE leadership faculty and staff. Collaborate with colleagues to confirm required tasks are executed in a timely manner and ensure a successful event.

Participate as a committee member for other WCOE events and provide event support as needed.

Maintains a clear process for tracking and reconciling event expenses and ensuring all expenses are processed in a timely manner.

Provide excellent customer service to students faculty and other campus departments and colleges by applying comprehensive knowledge and interpretation of departmental and university policies procedures and practices.

Answer phone calls and walk-in inquiries from faculty staff and students with professionalism and mutual respect. Use judgment and discretion to troubleshoot most office administration problems.

Provide information to students about procedures on various matters such as change of grade course overload class add and drop process etc.

Maintain office inventory and procure supplies including educational materials office supplies and equipment through requisitions or corporate card purchases; prepare appropriate documentation for business activities and events; and submit duplication or printing requests as needed.

Serves as the college timekeeper communicate deadlines verify and review absence entries for faculty and staff. Confirm supervisors have completed approvals and campus deadlines are met.

Completes Payroll certification monthly by verifying system entries for accuracy and addressing inaccuracies.

Coordinate pay warrant pick up and distribution.

Act as a college liaison with Student Employment for student hires. Coordinates student payroll approval via the Common Human Resources System (CHRS) in conjunction with the Payroll and Financial Aid offices.

Troubleshoots payroll issues and responds to inquiries as they arise escalating complex questions to the appropriate office as needed.

Provide administrative support to the WCOE Associate Dean. Support may include small meeting coordination submission of travel requests and expenses and tracking Memorandum of Understanding (MOU) approvals with Procurement.

Perform 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:

• 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.

Preferred Qualifications:

• Experience working in a college department office.
• Experience with planning large scale events.
  
  

Compensation and Benefits:

Anticipated Hiring Range: $4058 - $5100 per month

Classification Salary Range: $4058 - $6653 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: October 16 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 is 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 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.

I-9

CSUSB hires only individuals lawfully authorized to work in the United 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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