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Administrative Support Coordinator (Administrative Support Coordinator II), Undocumented Student Success Center

Apply now Job no: 540361
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Job Summary:

California State University, San Bernardino invites applications for the position of Administrative Support Coordinator II (ASC II) for the Undocumented Student Success Center (USSC). Under the Division of Student Affairs, the USSC creates a welcoming and dynamic resource environment for our undocumented student population and provides a safe place for all CSUSB students, staff, and faculty to congregate, exchange ideas, and provide support for CSUSB undocumented and mixed immigration status students.

Under the general direction and supervision from the USSC Director, the ASC II position provides administrative support for the Undocumented Student Success Center, including support for day-to-day operations, events, programs, and services provided to the campus community.

Administrative Support

  • The incumbent will perform large/complex clerical and administrative support functions for the Undocumented Student Success Center, including but not limited to the following, answer inquiries from campus and local communities, coordinate, schedule, and facilitate programs and events in support of the USSC, maintaining student records, coordinating marketing efforts in both traditional and social media platforms, scheduling appointments, scheduling meetings, facilitate communications with students, faculty, and staff, etc.
  • Support with operational and procedural assignments which may require research, analysis, and evaluation of information, such as verifying the completeness of California Dream Act application forms, and California Student Aid Commission forms related to program delivery.
  • Coordinate and execute all areas, including hiring, retention, development, payroll, and separation, for all student employees. This will involve collaboration and working closely with Student Employment, payroll, and HR.
  • Collaborate with the Vice President of Student Affairs (VPSA) office personnel to analyze budgetary data to make purchases. Work independently to process and retain records for all accounts payable and receivables, including working with stateside and auxiliary account services, procurement & contracts, etc., in support of the USSC.
  • Enter and submit work orders, as needed, in support of USSC day-to-day operations, including facilities, Telecommunications and Network Services (TNS), Information Technology Services (ITS), etc.
  • Attend meetings, record minutes, and maintain records, as designated by the USSC and division leadership, and will facilitate communications with applicable stakeholders.
  • Support the USSC Director and Division of Student Affairs (DSA) leadership in data collection, recordkeeping, and report development.
  • Plan and coordinate clerical work activities and provide lead work direction and/or training and assistance to others in work processes and procedures.
  • Performs reception duties, including filing of documents, answering telephones, typing forms, letters, and memos, and performing other clerical duties as assigned.

Fiscal Support

  • Collaborate with the Director and the Division of Student Affairs Senior Budget Analyst in the following responsibilities including but not limited to: monitoring of USSC accounts, maintaining financial spreadsheets, reconciling accounts, reviewing account balances, etc., in support of budget coordination for the USSC, including stateside, UEC, and philanthropic accounts.
  • Using knowledge from the university’s policies and procedures, contribute to financial inquires from campus partners
  • Support the USSC Director and DSA leadership in grant related and sustainability efforts.

Other Duties as Assigned

  • Perform other classification related duties to support the operations of the USSC, as directed by USSC and division leadership.

Minimum Qualifications: Required Education and Experience

  • High School Diploma or its equivalent.
  • Five years of experience in 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 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

  • Associate degree, preferred.
  • Demonstrated experience and knowledge specific to Student Affairs.
  • Knowledge of PeopleSoft.
  • Bilingual in English and Spanish preferred.
  • Demonstrated experience and knowledge of working in higher education, with the ability to understand and operate in a variety of organizational structures.
  • Thorough knowledge of English grammar, spelling, and punctuation.
  • Proficient in Microsoft Office Applications.
  • Fluency in using standard office software.
  • Independently handle multiple projects and priorities.
  • Learn, interpret independently, and apply a variety of complex policies and procedures along with the ability to identify deviations from applicable policies.
  • Apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and, at times, creative solutions.
  • Perform standard arithmetic functions of a transactional nature.
  • The ability to work professionally, collaboratively, and collegially with a diverse group of people, clients, and co-workers.
  • Maintain confidentiality and safeguard sensitive information.
  • Active problem-solving skills along with effective and sensitive interpersonal skills.
  • Recognize and advocate for solutions that yield programmatic progress and improvement.
  • The ability to implement and manage office systems, including but not limited to recordkeeping, tracking and data collection.

Compensation and Benefits:

Anticipated Hiring Range: $3,865 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.

This position is a "designated position" in the California State University's Conflict of Interest Code. The scope of responsibilities for this position includes making or participating in decisions that may have a material financial benefit to the incumbent. Therefore, the individual holding this position is required to file an initial Conflict of Interest: Statement of Economic Interests ("Form 700") within thirty (30 days) from the date of hire and on an annual basis. In addition, the individual holding this position must complete the required conflict of interest training within thirty (30) days of their appointment and at least once during each consecutive period of two calendar years following the appointment, subject to the Fair Political Practices Commission regulations.

The application deadline is: June 20, 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.

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

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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