Main Content Region

Job Opportunities

Procurement and Operations Coordinator (ASC I), Palm Desert Campus

Apply now Job no: 523378
Work type: Staff
Location: San Bernardino - Palm Desert Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

 

Job Summary:

Under the supervision of the Assistant Dean the incumbent is the first point of contact for the students, University members, community and constituents. The purpose of this position is to offer operational and budget support for the Palm Desert Campus (PDC)

Campus Operations

  • Maintain an organized and orderly front office and reception area (RG203). Maintain the campus supplies inventory and the supply room (s) for PDC. Submit work orders, provide. Create and develop various spreadsheet, forms, and proposals. Prepare various operational reports as requested by the operations supervisor or the campus dean. Collaborate on operations projects with broad, visible impact that involve working with other departments in terms of planning and implementation. Backup to IT for Issuance of CoyoteOne cards for staff and students, faculty. Distribute staff, students, faculty checks.

Customer Service

  • Shared function as the PDC customer service liaison for the Palm Desert Campus (PDC) constituents: Provide high standard/quality customer service to the public, guests, CSU staff, students, and the public-at-large. Duties include answering campus phone calls and emails, distributing inquiries to the correct department, division, or person. Works closely with Dean’s executive assistant with events, projects, and room reservation requests.

Mail Services

  • Responsible for incoming and outgoing mail distribution via fed ex, UPS, USPS and campus couriers. Coordinates campus daily mail distribution, deliveries and returns. Update courier schedule if applicable.

Parking Services

  • Receive, distribute and reconcile all parking permits (daily, quarterly, annual) distributed in person for staff/faculty/student permits for sale between cashiers. Work with parking services on documentation and distribution and accountability.

Procurement services

  • Coordinates the purchasing and payment processing of requisitions including all needed back up documents to see requisition through to purchase order. Maintains a working folder via google drive of all active requisitions/purchases order and invoices. Performs collaboratively with the budget analyst to resolve any outstanding issues for the Palm Desert campus budget office. Processes the over 10K approvals, (security review form) software approvals and unauthorized purchases (UPEC form). Reconciles all pending invoices related to purchase order so that payment approval is completed and submitted to Accounts Payable accordance with the terms of the purchase order. Provides one on one training for best practices for new users. Works with vendors and contractors to resolve outstanding balances due, non-payment and non-performance issues. Works closely with San Bernardino Procurement Office and Accounts Payable as it relates to requisitions, purchase orders, and payments. Make payment inquires when necessary. Works with operations contact and the procurement office to obtain competitive quotes/bids and renewal or create of annual requisitions. Verifies accuracy for all hospitality expense requests and payment. Coordinates the direct expenditure and reimbursement of payments for state, auxiliary and Palm Desert trust accounts. Orders general office supplies using Staples Advantage or other campus approved modalities such as CSU Buy. Order new employee or replacement name badges, business cards for Palm Desert staff. Reconciles personal monthly procard.
  • Assists with hospitality approvals, staff trainings, assistance and compliance, process hospitality payments and reimbursements, purchases related to hospitality.

Other

  • Other duties as assigned by supervisor including assisting other departments with coverage during absences, assist with campus events as needed.

Minimum Qualifications: Required 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.

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

  • General accounting, cash handling experience, and PeopleSoft

Compensation and Benefits:

Anticipated Hiring Rate: $3,505 per month

Classification Salary Range: $3,505 - $5,508 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.

Position Information:

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 7, 2023

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.

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.

COVID-19 Vaccination

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

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 the ADA Coordinator by email at  jeanne.durr@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

Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

Back to search results Apply now Refer a friend