The Administrative Support Coordinator (ASC) for the Department of Communication Studies is critical to the on-going operations of the department and university. The ASC maintains a smooth-running office with minimal supervision in order to meet deadlines and demands. Such responsibilities include answering phone calls and walk-in inquiries from faculty, staff, and students, scheduling meeting and events for the Department Chair and recording meeting minutes, monitoring, and analyzing department budgets, building course schedules, generating contracts, etc. Please review the position description for a list of all the responsibilities of the ASC.
Office Support & Coordination/Administrative Support
- Coordinate the daily operation of the Department of Communication Studies.
- Maintain a smooth-running office with minimal supervision in order to meet University, College, and Department deadlines and demands.
- Provide excellent customer service to students, faculty, and other departments and colleges on campus, drawing on broad 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.
- Provide information to students about procedures on various matters, such as change of grade forms, overload, class drop and add forms, etc.
- Monthly distribution of Faculty and Staff pay warrants.
- Schedule and arrange detailed and complex meetings and events for the Department Chair; prepare routine correspondence; attend meetings and record meeting minutes.
- Maintain office inventory and purchase supplies (educational materials, office supplies, and equipment) using either a requisition or procurement card; complete disbursement paperwork for business activities and events; Submit department duplication or printing requests.
- Act as a liaison between suppliers, vendors, and campus departments to fulfill purchases.
- Initiate work orders and requests for departmental or building areas in need of repair such as change of locks and heating and air conditioning in order to maintain a proper work environment.
- Maintain records and files, including faculty and staff department employee files.
- Prepare and keep accurate records of faculty offices, office hours, and class schedules.
- Assist the Department Chair in preparing course schedules and input of courses into PeopleSoft; update scheduled course offering with current information, instructors, times, and rooms; monitor and process lecturer teaching appointments, generate contracts, arrange for office space, keys, etc. Monitor workload and enter faculty additional assignments into PeopleSoft to accurately report workload for internal campus use and reporting to the Chancellor’s Office.
- Assist and coordinate faculty recruitments both tenure-track and lecturers; collect, review and file all hiring paperwork, student, and peer evaluations of faculty teaching, etc., and ensure that documentation is properly assigned to department employee files.
- Assist faculty with questions regarding submissions of travel requests and expense reports through Concur, including individual and group travels.
- Enter faculty time attendance and report the information into Absence Management.
- Monitor, track, and coordinate all department budgets and accounts, which includes general fund, trust funds, auxiliary funds, and philanthropic funds.
- Submit transfer of expense and budget adjustments.
- Reconcile procurement card purchases monthly.
- Create reports and make recommendations to the Department Chair regarding budget allocations based on historical data and analysis.
- Accurately monitor faculty professional development funds and expenses.
Student Leadership Support
- Lead and support the student assistant hiring process in the department.
- Provide lead work direction and training.
- Collect monthly student assistant payroll reports and submit to the Dean’s Office.
- Prepare hire and termination paperwork.
- Other job-related duties as assigned by the Department Chair.
Minimum Qualifications: Required Education and Experience
- High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent
- A thorough mastery of English, grammar, spelling and punctuation.
- Experience 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, along with the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
- Understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas, along with the 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, along with the ability to effectively write and present own reports.
- Effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations, along with the ability to use negotiation and persuasion skills to achieve results and expedite projects.
- Possess the ability to work cooperatively with a diverse campus community.
Compensation and Benefits:
Anticipated Hiring Range: $3,681 - $ 4,600 per month
Classification Salary Range: $ 3,681 - $ 6,034 per month
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 14 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.
Work status: Full-time/Non-Exempt/Probationary
Schedule: Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.
This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
The application deadline is: February 2 , 2023
Conditions of Employment
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 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.
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.
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.
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
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 the ADA Coordinator by email at firstname.lastname@example.org
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
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