Job Summary:
Coordinates the clerical and administrative support functions of the Jack H. Brown College (JHBC) Office. Administrative work involves evaluation and recommendations related to operational and procedural matters, primarily the required day-to-day clerical and administrative functions and duties of the college office.
Responsibilities:
- Provide administrative support for the Departments of Biology and Chemistry.
- Respond to inquiries in person, by phone, and via email.
- Prepare, draft, and distribute correspondence and departmental communications.
- Coordinate delivery and pickup of checks, confidential documents, and departmental mail.
- Distribute pay warrants and incoming mail to faculty and staff.
- Process faculty and staff service requests, including printing services and facilities/work orders.
- Schedule and coordinate meetings, events, and departmental activities.
- Reserve facilities and arrange parking permits for guest speakers and visitors.
- Create, post, and distribute event flyers and promotional materials.
- Coordinate catering, event logistics, and meeting materials.
- Manage key requests for student assistants, research assistants, teaching associates, and part-time lecturers.
- Process departmental expense forms, including direct pay, hospitality, and independent contractor requests.
- Ensure procurement transactions comply with university policies and documentation requirements.
- Coordinate purchasing of office supplies, equipment, and departmental resources.
- Monitor inventory levels and initiate purchase orders as needed.
- Support budget-conscious purchasing and procurement activities.
- Coordinate student enrollment activities according to department and university policies.
- Maintain class waitlists and issue enrollment permissions.
- Process add/drop requests and resolve registration issues.
- Remove enrollment holds and assist students with registration concerns.
- Monitor class rosters, faculty office hours, and course syllabi.
- Compile, maintain, and analyze departmental data and reports.
- Create and maintain electronic and standard waitlists.
- Coordinate student evaluations of faculty teaching and ensure confidentiality.
- Manage departmental classroom and event space scheduling.
- Provide administrative support for course schedule development and maintenance.
- Provide administrative support for Biology and Chemistry graduate programs.
- Maintain graduate student files and records.
- Serve as a liaison between departments, Graduate Studies, and International Studies.
- Communicate graduate program policies, procedures, and requirements to students and faculty advisors.
- Support graduate students throughout their academic programs.
- Coordinate scheduling for graduate presentations, thesis proposals, and defense meetings.
- Perform other administrative and classification-related duties as assigned.
Minimum Qualifications:
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:
- Associate's degree (AA) or higher preferred.
- Minimum of five years of general office clerical experience, including the ability to independently initiate, draft, and prepare correspondence and reports with a high degree of accuracy and proficiency in written English.
- Proficiency in Microsoft Office Suite applications.
- Experience with PeopleSoft, Concur Travel, and HR modules is preferred.
- Demonstrated ability to work effectively as a team player and manage sensitive interactions and situations with professionalism.
- Strong interpersonal skills with the ability to interact tactfully, diplomatically, and positively with faculty, staff, students, administrators, and members of the community.
- Proven ability to work cooperatively and effectively with individuals from diverse backgrounds and experiences.
- Demonstrated commitment to maintaining confidentiality and exercising the highest level of integrity in all aspects of the position.
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 - $4,367 per month for qualified candidates.
CSU Classification Salary Step Range: $4,367 - $6,362 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: June 12th at 11:55PM
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.
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.
Campus Security Authority
This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.
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.
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