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Basic Needs and Administrative Coordinator (Administrative Support Coordinator II), Basic Needs & Student Support

Apply now Job no: 540138
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Job Summary

Under the general supervision of the Director of Basic Needs & Student Support within the Division of Student Affairs, the Basic Needs Administrative Support Coordinator duties will support the Department of Basic Needs & Student Support administrative functions such as financial budget accounts, department administrative support, Front desk center support, and human resources support. Duties involve the full scope of project activities including initiation, execution, coordination, implementation, and evaluation in the department. Incumbent will coordinate and operationalize the administrative support functions for the department. Incumbent is expected to use general office equipment and a full range of office support technology and systems including: one or more word processing and spreadsheet packages; use of mainframe computer and on-line systems to enter data and generate reports; maintenance of desktop databases; and use of electronic and voice mail. Some positions may require the use of desktop publishing packages with graphics capabilities.

Financial and Budgetary

  • Lead coordination and maintain all the financial accounts for Basic Needs & Student Support department which include stateside, foundation, and philanthropic accounts at both the San Bernardino and Palm Desert campuses.
  • Analyze, maintain, and evaluate department financial processes that support Basic Needs & Student Support department operations.
  • Analyze and apply financial policies and procedures to budget transactions which may include stateside, foundation, and philanthropic funding sources.
  • Process all account payable transactions including deposits, credit card purchases, request and verify invoices, submit invoices for payment processing, requisitions, travel advance, field vendor inquiries.
  • Update/maintain accurate and complete records/filing systems including and not limited to electronic database and hard copies.
  • Assist in preparing and editing department financial statements and reports.
  • Enter and track requisitions for purchase orders in support of and not limited to supplies, services, equipment, and other necessities of the BNSS department.
  • Assist in assessing fiscal needs and making recommendations to the Director.
  • Monitor, review, track and reconcile accounting data for accuracy, in support of budget tracking, semesterly/annual projections, and make suggestions for upcoming cycles based on previous financial & budgetary data.
  • Collaborate with General Accounting and the Division Budget Analyst to assist in processing all accounting entries, monitoring cash flow, and preparing annual budget.
  • Prepare and make deposits in support of the Basic Needs & Student Support department operations.
  • Collaborate with Basic Needs Coordinators to track expenditures and revenues.
  • Complete training and obtain a corporate card and adhere to procurement policies related to participation in the procurement card program.

Department Administrative Support

  • Lead, coordinate and maintain the administrative support functions of the Basic Needs & Student Support department.
  • Coordinate the annual staff retreat duties, including, but not limited to preparing agenda, ordering the necessary supplies, ordering catering, and working with Director as needed.
  • Coordinate and facilitate hospitality and catering needs for the department, as requested by the Director.
  • Coordinate and schedule room reservations in EMS, as requested by the Director.
  • Support the hiring of Student Staff including completing necessary student employment and FWS paperwork, with guidance from the Director, as needed.
  • Responsible for coordinating Basic Needs & Student Support golf cart, including, but not limited to, checking out keys, and working with student staff to request upkeep and maintenance as needed.
  • Coordinate search committee needs, as needed when chaired by the Director.
  • Submit TNS and office work orders as needed and communicate with Facilities regarding the work orders.
  • Order general office supplies for the department (3 service areas) through Staple Advantage, and place orders for staff business cards, copy paper, letterhead and envelopes, and assist with supplies for events, requested by Director.
  • Maintain and arrange appointments scheduled and monitor the calendar of the Director, including the scheduling of meetings for (and with) the Director, as requested.
  • Coordinate and maintain the development of the semester department newsletter.
  • Work in collaboration with other coordinators staff in getting tasks done as issues arise. Such as, scheduling of rooms for events, coordination of travel for student staff or other/ staff, distributing department marketing materials, attending basic needs events and coordinating tabling.

Front Desk Coordination

  • Coordinate the greeting of incoming guests to the Basic Needs & Student Support Center (3 areas) by providing a welcoming and inclusive environment.
  • Record gifts and donor gifts receipt information in excel sheet.
  • Coordinate the maintenance to maintain a clean and professional looking center area.
  • Coordinate the answering of telephone extensions, messages, and triaging and forwarding of calls and emails to appropriate staff and departments, as needed.
  • Coordinate the response to emails daily and the preparation of appropriate email responses, as needed.
  • Answer general inquiries for all basic needs & student support, services, events and/or triage if answer is unknown; as needed.
  • Train student staff in the details of triaging and forwarding information to the correct staff in the department.
  • Coordinate and assist with the secure technology items at the end of the day and set devices to charge, as needed.
  • Utilize PeopleSoft Campus Solutions student record data and/or navigate for verification of enrollment and contact information, as needed.
  • Create a system of organization in cabinets and shelves for office supplies, as needed; coordinate the sorting of and distribution of daily mail, as needed.
  • In collaboration with the Basic Needs & Student Support Coordinator, coordinate student assistants schedule to work at the Basic Needs & Student Support Center, in their support to the front desk receptions duties.

Human Resources and Payroll

  • Interpret and apply payroll policy and procedures, adhering to deadline dates which may include stateside, foundation, and philanthropic units.
  • Complete and submit the monthly student assistant payroll list to the timekeeper.
  • Provide payroll information to students as needed.
  • Work with payroll staff, student assistants, and employees to resolve leaves and balance discrepancies.
  • Reconcile payroll for student assistant's staff.
  • Assist with onboarding new staff and student assistants in accordance with Human Resources which may include stateside and foundation divisions.

Other Duties as Assigned

  • Attend and participate in DSA functions as required (e.g., all DSA Budget meetings).
  • Attend training or professional development opportunities in accordance with job functions, in consultation with Director.
  • Perform other classification-related duties as assigned.

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.

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.

Preferred Qualifications

  • Experience in coordinating and developing basic needs programs, preferably in an educational setting.
  • Experience working with students dealing with highly sensitive issues.
  • Experience working in a social services or community services capacity or a student affairs-oriented role.

Compensation and Benefits:

Anticipated Hiring Range: $4,171 - $4,500 per month

Classification Salary Range: $3,865 - $6,336 per month

The salary offered will take into account internal equity and experience among other factors.

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: June 13, 2024

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 in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

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.

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.

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

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Applications close: Pacific Daylight Time

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