Job Summary:
Under general supervision, this position serves as the Graduate Admissions Specialist for the Office of Graduate Studies. The incumbent independently reviews and processes graduate applications, evaluates academic credentials to determine admission eligibility, and ensures adherence to CSU and CSUSB policies. The incumbent maintains data integrity across multiple systems, communicates with applicants to provide guidance and updates, and collaborates with faculty and campus partners to resolve complex admissions matters. The specialist also contributes to recruitment efforts, data reporting, and continuous process improvements that strengthen the efficiency, accuracy, and overall quality of graduate admissions operations.
Responsibilities:
Graduate Admissions Review:
• Independently review, analyze, and process graduate program applications to ensure accuracy, completeness, and compliance with CSU and CSUSB admission standards.
• Evaluate academic transcripts and supporting records to verify eligibility, including but not limited to GPA, prerequisite coursework, and professional experience requirements.
• Enter and maintain accurate application data, GPA calculations, and admission decisions in PeopleSoft and WebAdmit systems.
• Communicate with applicants to obtain missing documentation, clarify requirements, and provide updates through the Element451 CRM system.
• Advise applicants on admissions policies, application procedures, registration holds, and program changes.
• Collaborate with Graduate Coordinators, the Registrar’s Office, and Administrative Computing and User Experience to resolve program status issues and ensure accuracy of ERS data reporting to the Chancellor’s Office.
• Support enrollment management efforts by following up with incomplete or in-progress applicants to encourage completion and improve conversion rates.
• Interpret, apply, and communicate CSU and CSUSB graduate admission policies and procedures to applicants, students, and faculty.
• Resolve complex, sensitive, and non-routine admissions issues requiring independent judgment and policy interpretation.
• Review admission denials and, under the direction of Graduate Coordinators, assist in interpreting documentation with students.
• Maintain current knowledge of CSU policies and Title 5 regulations to ensure adherence to student rights and appeal procedures.
Graduate Admissions Operations:
• Support the daily operations of graduate admissions, including application downloads, processing official transcripts, and coordinating program admission decision communications.
• Troubleshoot admissions-related data integrations between PeopleSoft, WebAdmit, and the CRM system.
• Provide back-up support to other Graduate Admissions staff to ensure continuous and efficient workflow.
• Assist with development and administration of annual Graduate Coordinator surveys and assessment reporting.
• Manage program-level materials for incomplete applications using checklist functions in PeopleSoft.
• Run and analyze admissions reports to support data accuracy and operational decision-making.
• Ensure compliance with CSU systemwide standards while identifying opportunities to streamline and enhance processes.
• Collaborate with campus IT and leadership to develop online tools and workflows that improve efficiency (e.g., GA Summary, GA Decision).
Recruitment:
• Provide back-up assistance to the Recruitment Specialist with CRM-based outreach campaigns to prospective graduate students.
• Schedule and coordinate recruitment events through the CRM platform.
• Create digital forms and QR codes for recruitment fairs and events to facilitate attendee engagement and data collection.
• Support communication and engagement efforts that promote graduate programs and enhance applicant experience.
• Assist with graduate recruitment and outreach initiatives as needed.
Other
• Perform all other classification-related duties as assigned.
Minimum Qualifications:
Possession of these knowledge and abilities is typically demonstrated through the equivalent of two years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A master’s degree in a job‑related field may be substituted for one year of the professional experience.
Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job‑related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year‑for‑year basis.
Required Qualifications:
Working knowledge of the practices, procedures and activities of the program to which assigned; general knowledge of the methods and problems of organizational and program management. General knowledge of research and interview techniques; and of the principles of individual and group behavior.
Ability to interpret and apply program rules and regulations; use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements; obtain factual and interpretative information through interviews; reason logically; collect, compile, analyze and evaluate data and make verbal or written presentations based on these data; advise students individually and in groups on routine matters where required; recognize multicultural, multisexed and multi‑aged value systems and work accordingly; establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts; and, rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned. Demonstrated ability to make decisions and carry through actions having implications with regard to other program or service areas Services Office.
Preferred Qualifications:
The ideal candidate will possess a solid understanding of university admissions processes and demonstrate proficiency with systems such as PeopleSoft and CAS. They should be highly organized, capable of managing multiple priorities independently, and skilled in identifying and resolving issues effectively. Strong communication and interpersonal skills are essential.
Two or more years of experience using PeopleSoft Campus Solutions and CAS application portal.
Experience working in graduate admissions or higher education settings.
Familiarity with graduate program admission requirements, policies, and timelines.
Demonstrated ability to apply institutional policies and procedures to improve operations.
Strong analytical skills, including the ability to interpret and evaluate data and recommend process improvements.
Self-motivated with a proactive approach to task management and customer service.
Proven ability to communicate complex information clearly to diverse audiences.
Experience working effectively in a collaborative, team-oriented environment.
Administrative experience involving study, analysis, and evaluation of admissions or academic program processes.
One year of related experience in admissions, student services, or a comparable administrative support role is preferred.
License / Certification
Valid CA Driver's License
Compensation and Benefits:
The salary offered will take into account internal equity and experience among other factors.
Anticipated hiring range is: minimum $5,083 - $5,274 per month.
CSU Classification Range is: minimum $5,083 - $7,228 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 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/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: Thursday, April 2, 2026
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.
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