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Administrative Support Coordinator (Administrative Support Coordinator I), Biological Sciences

Apply now Job no: 512931
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

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 Biological Sciences offers the BA, BS, and MS in Biological Sciences. The Department of Biology offers a dynamic and modern program in biology that prepares students both academically and practically for vocations in science and science-related fields, or for entry into graduate studies.

 

Job Summary

This position provides administrative support to the Chair, faculty, staff and students in the Department of Biology. The ASC I works with the ASC II to ensure the department operates efficiently and that all functions are performed accurately and promptly.

Responsibilities include but are not limited to:

Department Support

  • Be able to work independently, including steps of planning, implementing, and evaluating outcomes to provide daily department support.
  • Perform standard clerical work such as processing standard and electronic mail, preparing and composing correspondence files and recordkeeping systems, and performing other general office support and maintenance activities (e.g. answering calls, returning voicemail messages, photocopying, scanning, filing).
  • Provide staff support for course schedule build.  Work collaboratively and take initiative to assist the department coordinator by monitoring enrollment and input schedules into PeopleSoft and EMS.  Serve as a resource regarding all university scheduling procedures and policies and coordinate the use of Biology labs/conference room for campus events.
  • Maintain, gather, and analyze data and information for various purposes, including monitoring class rosters, book orders, faculty office hours, course syllabi, compiling and preparing various reports, utilizing and maintaining office support technology and systems such as word processing, spreadsheets and databases to produce results, as well as maintaining the department website.
  • Interact with a variety of campus and community constituents: interact with students, faculty, staff, parents, and visitors to assist them or resolve problems; networking to build campus relationships to expedite work and projects; serve as a primary contact and/or resource to outside parties, such as vendors, governmental agencies, and/or offices of administrators.
  • Organize, track and coordinate student evaluations of faculty teaching each term; ensure timeliness of evaluations and ensure confidentiality.
  • Be responsible for preparing and maintaining key requests for student assistants, research assistants, teaching associates, and part-time lecturers. 
  • Oversee the student assistants in the department and provide lead work direction and training; collect monthly student assistant timesheets and submit to the Dean’s Office.
  • Be responsible for maintaining and ordering office supplies via Staples, procurement card or via PeopleSoft; submit facilities work orders; prepare requisitions, submit printing requests, prepare reimbursements and assist faculty, students, and outside visitors with travel claims via Concur.  

Student Support

  • Provide excellent customer service to support student success which involves interacting with students, faculty, other departments, and colleges on campus; have basic knowledge of pertinent departmental and university policies, procedures, and practices.
  • Serve as the liaison with the CNS Advising Office to identify Biology students who will have advising holds placed each term, remove holds and direct students to the appropriate advisors.
  • Communicate to students when class seats become available, provide class registration assistance when permissions are needed, which may include assisting with Course Add, Course Overload and Simultaneous Enrollment forms. Create and maintain student waiting lists each term.       

Graduate Program Support

  • Provide administrative coordination for MS Biology graduate program with unique requirements and issues.
  • Responsible for graduate file maintenance, providing graduate student support and serve as the liaison between the department, Graduate Studies, and International Studies. 
  • Communicate information to faculty advisors and students regarding varying university policies and procedures relating to graduate programs.
  • Coordinate schedules for presentations, proposals, and defense.

 

Employment Status: Full-time, Probationary, "Non-Exempt" position (with the possibility of converting to permanent). 

Application Review Deadline: This position will remain open until filled. Applications will be reviewed beginning May 13, 2022.

Work Schedule

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

Key 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.

Education and Experience

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

Preferred Qualifications

  • Knowledge of PeopleSoft or similar enterprise-wide application is desirable.
  • Experience in higher education and administrative support preferred.
  • Working knowledge of Drupal or similar web content management framework system is desirable.

Salary

Anticipated Hiring Range:  $ 3,276 - $3,500 per month

Classification Salary Range:  $3,276 - $5,148 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 which further our understanding of individual and group diversity. We will also develop and communicate policies and promote values which 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 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 set forth 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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