Job Summary:
This position is responsible for providing a wide range of operational and procedural administrative support for all academic programs in the College of Social & Behavioral Sciences (CSBS) in a team environment. Day-to-day work is performed relatively independently with general instructions from the CSBS academic departments and the Dean’s office leadership.
The Administrative Support Coordinator (ASC) will handle confidential information regarding sensitive issues with tact and independent judgement and diplomacy, in accordance with established University procedures. Serves as a resource for dept. chairs, faculty, and students to ensure a smooth workflow and support. Work collaboratively in a team environment to track and complete assignments. Meet all required University, College, Dept., and office deadlines inclusive of forms, processing, scheduling, contracts, assignments, etc. Stay up to date with current policies and acceptable practices.
Responsibilities:
Student Support:
• Provide administrative student support by responding to questions from current and prospective students and directing inquiries to appropriate resources.
• Responsible for meeting University, College, and Dept. deadlines and ensuring compliance with established procedures and timelines.
• Maintain efficient operations through evaluation and recommendations in consultation with the dept. chairs and college leadership.
• In consultation with dept. chairs, coordinate class schedules, maintain course updates, work with departments to review enrollment, and assist students with course permits.
• Maintain any required department databases related to admissions, enrollments, etc., inclusive of administrative support for graduate programs, Palm Desert Campus (PDC) programs, and individual department honors lists.
• Maintain correspondence with students as required.
• In consultation with department chairs, submit job description ads during recruitment for students and faculty, assist with CHRS processes, and track the progress of recruitment and hiring actions.
Faculty Support:
• Provide clerical and administrative support for department chairs, school directors, faculty, and instructors.
• Assist in initiating, tracking, and processing part-time faculty hire paperwork in accordance with established university procedures.
• Maintain and update part-time faculty personnel files.
• Initiate and follow through on the process to hire independent contractors, ensuring all required documentation is completed and routed for approval in accordance with university policies.
• Assist faculty with travel requests/reimbursements.
• Maintain the calendar for conference rooms and labs to support efficient scheduling.
• Process and report time sheets ensuring signatures from dept. chairs and submit to Master Timekeeper in College Office.
• Assist student employees and their work leads (faculty members) with the CHRS timesheet process, including questions about entering time in CHRS or how to report time on paper timesheets, as needed.
• Assist in identifying system access needs for faculty, adjunct faculty, and student employees and communicate those needs to the college analyst for processing. Support separation procedures by coordinating the removal of departing faculty, adjuncts, and student employees from department listservs, collecting department property, and completing or forwarding required separation paperwork to the appropriate offices.
• In consultation with department chairs, run and monitor reports for term faculty workload, including Full-Time Equivalent (FTE) and Weighted Teaching Units (WTU).
• Communicate with the Office of Faculty Affairs and Development as needed.
• Assist faculty candidates with reimbursement and expense paperwork.
Budget Support:
• Monitor departmental and school budgets including operating, professional development, University Enterprises Corporation (UEC), Professional and Continuing Education (PaCE), Philanthropic, and other funds.
• Reconcile internal budget reports.
• Proactively monitor budget and spending to keep department chairs and school directors apprised of budget status and availability of funds.
• Regularly attend Financial Affairs Collaboration Team (FACT) meetings.
Process various documents, including but not limited to, timesheets, financial forms, invoice requests, direct expenditures, purchase requisitions, special consultant, and independent contractor requests to ensure payment to appropriate accounts, persons, or vendors and procurement of items.
• Submit monthly reconciliation of corporate cards to Procurement Services.
• Follow rules and regulations that govern proper and appropriate use of funds.
• Follow up to ensure payments are processed in a timely manner.
• Monitor faculty PDF, organize documentation, and keep faculty updated on balances and expirations.
Events:
• Reserve rooms, order food and refreshments on campus through appropriate campus programs.
• Process all event paperwork such as invoices, payment, hospitality forms, attendance forms, arrange parking passes, etc.
• Review department websites and make changes and updates as needed.
• Responsible for maintaining established business open hours for main office.
Supplies:
• Order necessary supplies for departments.
• Initiate work orders and requests for departmental or building areas in need of repair and/or service.
• Other classification related duties as assigned.
Minimum Qualifications:
High School diploma or its equivalent AND 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
Compensation and Benefits:
The salary offered will take into account internal equity and experience among other factors.
Initial salary step placement will be Step 1 - $4,367 per month for qualified candidates.
CSU Classification Salary Step Range: $4,367 - $6,362 per month (Step 1 – Step 20).
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:
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: Thursday, April 2, 2026.
California State University, San Bernardino, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. 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).
CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g., H1B, F1, STEM OPT).
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
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.
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 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