Job Summary:
Under the general supervision of the Associate Provost for Faculty Affairs & Development, the Administrative Support Coordinator provides administrative and operational support for the Office of Faculty Affairs & Development. Responsibilities include ensuring adherence to established policies and procedures, coordinating daily office operations, exercising judgment in resolving routine administrative matters, coordinating projects, and directing faculty to appropriate resources. The incumbent also assists in planning and implementing programs and events that promote faculty engagement.
Responsibilities:
- Greet customers by telephone or in person, screens visitors and callers, and direct them to the appropriate office or individual.
- Responds to routine inquiries and refers questions requiring policy interpretation or specialized knowledge.
- Receives, sorts, screens, and distributes physical and electronic mail.
- Drafts responses to routine inquiries.
- Schedule meetings and appointments.
- Monitors Faculty Affairs and Development calendars.
- Tracks event registrations and assist with event preparation and setup.
- Establishes and maintains physical and electronic records and files.
- Types and proofreads documents.
- Prepares routine correspondence and processes standard forms.
- Completes routine verbal employment verifications.
- Completes Applicant Assessment Forms for new hires and routes them for review and processing.
- Provides clerical support for faculty evaluations and classroom visitations.
- Tracks faculty schedules and sends standard notifications to colleges.
- Maintains records related to faculty evaluations and classroom visitations.
- Tracks paper and electronic student evaluations of teaching.
- Tracks additional-pay entries and related email correspondence.
- Refers discrepancies and questions to the appropriate staff member.
- Collects and maintains information for standard lists, records, and reports.
- Enters and updates information in systems, spreadsheets, databases, and document templates.
- Generates routine reports and correspondence using established formats and procedures.
- Creates and updates basic spreadsheets and documents.
- Enters approved faculty updates in the university catalog.
- Gathers and compiles information for the Academic Calendar.
- Provides administrative support to Academic Personnel and the Academic Calendar Committee.
- Makes approved routine updates to the Faculty Affairs website.
- Posts approved social-media notices, announcements, photographs, and other content.
- Performs other related duties as assigned.
Minimum Qualifications:
- High School diploma or its equivalent AND three years of experience in general office clerical work or one year of training in a vocational school/college.
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:
- Bachelor’s degree in business administration, communications, student affairs, or a related field.
- Three or more years of progressively responsible administrative support experience in higher education or a comparable setting.
- Experience with budget tracking, financial reconciliation, and preparing fiscal reports.
- Knowledge of CSU or higher education policies, procedures, and systems (e.g., procurement, travel, student employment, Federal Work Study).
- Demonstrated experience providing lead direction, training, or supervision to student employees or support staff.
- Strong customer service background with the ability to handle complex inquiries and resolve issues.
- Event coordination experience, including logistics, hospitality compliance, and cross-departmental collaboration.
- Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook), as well as experience with databases, online forms, and digital tools (e.g., QR codes, shared drives).
- Excellent interpersonal skills and ability to work effectively with a diverse campus community.
- Ability to analyze data, prepare reports, and make recommendations to improve operations.
Compensation and Benefits:
The salary offered will take into account internal equity and experience among other factors.
Initial salary step placement will be Step 1 - $4,047 per month for qualified candidates.
CSU Classification Salary Step Range: $4,047 - $5,896 per month (Step 1 – Step 20)
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.
Staff: The application deadline is October 9, 2026, at 11:55 pm (PST).
California State University, San Bernardino, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. 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 is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g., H1B, F1, STEM OPT).
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
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.
On Campus Commitment
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.
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