Job Summary:
Under the general supervision of the Operations Manager, the Administrative Support Coordinator I will provide administrative, travel, and financial support to the Office of the Vice President, Institutional Research and Analytics, and the Audit and Advisory Services Office, ensuring efficient front office operations, effective meeting coordination, and accurate travel and financial document processing. They will assist in event coordination, special projects, and student assistants, contributing to the smooth execution of divisional initiatives and maintaining organized and timely administrative processes.

Duties and responsibilities

Administrative Support:
• Provides a full range of administrative support to the Vice President/ Chief Financial Officer (CFO), Manager of Operations, Chief Data Officer, and Executive Director for Audit and Advisory Services.
• Coordinates all front office operations, including but not limited to, answering telephones, greeting guests, and directing them to the appropriate personnel utilizing University knowledge of policies and procedures.
• Ability to handle multiple work unit priorities such as maintaining calendars, coordinating meetings, recording minutes, and maintaining action items.

Travel & Financial Support
• Prepared travel arrangements for the Vice President, Chief Data Officer, and Audit and Advisory Services Executive Director.
• Process travel expenses.
• Prepare and process requisitions, purchase orders, reimbursements, and payment requests.
Event Coordination
• Plan and coordinate events hosted by the Office of the Vice President, Office of Institutional Research and Analytics, and Office of Audit and Advisory Services.
• Process event paperwork including but not limited to, invoices, hospitality forms, and backup documentation, to ensure timely payment.
• Assist with the distribution of event announcements and invitations and collect responses. Update and maintain the guest list.
• Assist with room reservations and hospitality orders.
Special Projects
• Assist with varied and complex divisional projects and initiatives, often involving coordinating, prioritizing, and monitoring tasks to ensure alignment with divisional goals. Utilize reasoning and judgment and to develop practical, thorough, and creative solutions.
Student Assistant
• Serve as the timekeeper for the student assistant(s). Coordinate schedules, review, and submit timesheets for approval and processing.
Miscellaneous
• Other classification-related duties as assigned
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:
• Thorough knowledge of office methods, procedures, and practices.
• Fluency in using standard office software.
• Ability to learn, interpret independently, and apply various complex policies and procedures and identify deviations from applicable policies.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and, at times, creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature.
• Active problem-solving and practical interpersonal skills, as this work often involves front-line contacts with various campus and community individuals.

License and Certifications
• Valid CA Driver's License

Anticipation Salary Range: $3,864 per month
Classification Salary Range: $3,864 – 6,072 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 Temporary

Work Schedule: Monday – Friday 8:00 AM – 5:00 PM

Application Deadline: April 29, 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 Driver's 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 driver's 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 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