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Administrative Support Coordinator (ASC II) / Housing & Residential Life

Apply now Job no: 506114
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Student Services

 

About CSUSB 

California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.

At CSUSB, you can:

  • Build your future
  • Work with the best
  • Be your authentic self
  • Focus on you
  • Make a lasting impact
  • Work for a purpose that is greater than your own
  • Bring everything you are, become everything you want

Department Summary 

The Department of Housing and Residential Education (DHRE) at Cal State University San Bernardino is a dynamic, growing housing program that takes pride in providing services to students in a safe, well-maintained, inclusive residential community that supports student success through their academic, personal, and professional goals by fostering a healthy living and learning environment and opportunities for holistic growth and development. 

Job Summary

This dynamic, responsible, and well-organized individual serves several roles necessary for the efficient management and coordination of physical office operations and communications for the Department of Housing and Residential Education. The incumbent will be responsible for central reception and assigning of all ordinary incoming departmental correspondence (in-person appointments, phone, and general email), assisting with the maintenance of records, student data, and supporting the Central Office and live-in staff.

The incumbent will assist with all technological platforms necessary for the day-to-day administration of the DHRE office, including but not limited to software related to housing occupancy and assignments (StarRez, Peoplesoft, etc.), file and telecommunications records, and budgeting. This staff person will also hire and supervise DHRE student assistants.

This position requires a positive attitude, excellent personal skills, an orientation toward team success, and strong organizational skills.

Operational Support 

Under general supervision of the Director for Housing and Residential Education and the Associate Director for Operations, coordinate the day-to-day operations of the Department of Housing and Residential Education.  The incumbent will serve as the key department contact and will respond to inquiries in a pleasant, timely, professional, helpful, customer service-oriented manner. 

Typical responsibilities include, but are not limited to:

  • Perform front office operations and liaise with DHRE constituencies including residents, prospective residents, parents/families/supporters, university administration, faculty, and staff, etc.
  • Communicate with constituencies via verbal, written, and electronic correspondence (i.e. answering phones, sending emails, responding to department inquiries, etc.).
  • Maintain DHRE website and update as appropriate.
  • Distributes office documents, and collects requested data and materials as needed.  Process mail and submit work orders.  Perform data entry and duplicate materials.
  • Order/replenish office supplies and maintain inventories.
  • Initiate and compose correspondence individually and on behalf of DHRE staff.
  • Work independently to manage complex calendars, coordinate meetings, and materials for meetings, anticipate and prevent scheduling conflicts, coordinate front office support, answer telephones, greet office guests, and direct to appropriate personnel, as needed.
  • Organize and coordinate special events and weekly department meetings to include reserving rooms and processing food services requests, developing and distributing event announcements, and updating and maintaining guest lists.
  • Manage the scheduling and billing of the Housing and Residential Education conference room and DHRE rentable spaces including the Multipurpose Rooms, spaces in the Coyote Commons, etc.
  • Serve as backup Absent Management Time-Keeper and Attendance Clerk; assist the Budget Analyst, as needed.
  • Prepare complex travel arrangements, process travel expense claims promptly, complete and submit hospitality claims, process reimbursements, and direct expenditures, reconcile and process procurement card reports, prepare and process requisitions and purchase orders, review and confirm the accuracy of invoices for approval of payment, and maintain accurate records of invoices and receipts processed.
  • Organize and maintain a complex system of files and records, both physical and electronic material, perform data entry, duplicate materials, distribute office documents, and collect requested data and materials as needed, route and track requests for signature, process mail including FedEx, bulk mail, and submit work orders.
  • Develop, implement, and maintain office systems and procedures, such as inventory management and hard and electronic filing systems, a shared drive, using technology to bring high efficiency and organization to office operations.
  •  Foster and maintain excellent working relationships with all levels of the university and community, including other campus officials, the Vice President for Student Affairs Office personnel, as well as with departmental divisions and colleges, directors, and deans.
  • Perform high-level administrative support functions for Department of Housing and Residential Education staff.
  • Provide support, as needed, to department projects, reports, crisis intervention, and customer service in a high-volume interaction office with unpredictable service requests.
  • Perform other duties as assigned. 

Student Assistant Lead Work Direction

The incumbent will oversee the office student assistant program (Student assistants are the primary contact for residents and guests at the village front desks, Housing Office front desk, and Housing Mail Room).

The incumbent will provide lead work direction to all student assistants, conduct a student assistant recruitment plan that adheres to student employment procedures, on-boarding, training, and development, develop and maintain a schedule of student assistants, and assign daily tasks to student assistants that are appropriate for student job classification. The incumbent will work collaboratively and maintain open communication with professional staff serving as functional supervisors in the residential communities. 

Employment Status: Full-time, probationary, “non-exempt” position (with the possibility of converting to permanent)

Review Date: This position will remain open until filled. The initial review of applications will begin on November 16, 2021.

Work Schedule

Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required. 

Key Qualifications

  • Excellent communication and interpersonal skills (including being a good listener) to interact and communicate effectively with faculty, staff, students, and external constituencies, both verbally and in writing.
  • Ability to manage multiple projects independently in a fast-paced organization with competing priorities and distractions.
  • Strong organizational skills, be very detail-oriented, along with the ability to follow directions, take initiative, be flexible, can multi-task, and independently make decisions on a day-to-day basis.
  • Ability to use high-level discretion and maintain a high level of confidentiality in handling problems of a sensitive nature and security of confidential records.
  • 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 is required along with the ability to effectively draft and present reports, minutes, and other documents in a professional manner are required.
  • Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
  • Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and, at times, creative solutions.
  • Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
  • Working knowledge of and ability to operate standard office equipment and technology including, but not limited to, desktop computer, laptop, copier, fax machine, scanner, and printer.
  • Demonstrated proficiency and ability to effectively use common computer and technology programs and related computer software packages (e.g., Microsoft Office Suite, Zoom, etc.) in the course of assigned duties.
  • Must be able to work with students and their families, pay attention to detail, can follow through, and be familiar with PC-based programs and technology/software. 

Education and Experience

  • High School Diploma or equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Preferred Qualifications

  • Bachelor’s degree in a relevant field.
  • Experience in a Higher Education setting preferred.
  • Ability to communicate with an ethnically and culturally diverse campus community.  Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures.  Ability to contribute to a positive university experience for every student and their family members. 
  • Working knowledge of the practices and activities related to Housing and Residential Education/Residence Life.

Salary

Anticipated Hiring Range: $3,352-$3,519 per month

Classification Salary Range: $3,352-$5,639 per month

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. In our commitment to diversity, 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. Our commitment to work toward an environment that values diversity requires that we 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.

The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.

Dimensions of diversity shall include but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.

The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.

Supplemental Information

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current CSU employees who apply for the position.

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 outlined in CSU Executive Order 1083 as a condition of employment.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter.  Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
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)

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