California State University Hiring for Administrative Coordinator Job at San Bernardino, CA Full Time

About CSUSB

California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.

At CSUSB, you can:

• Build your future
• Work with the best
• Be your authentic self
• Focus on you
• Make a lasting impact
• Work for a purpose that is greater than your own
• Bring everything you are, become everything you want

Department Summary

The mission of Academic Success and Undergraduate Advising (ASUA) is to support holistic academic services through various departmental programs and resources that promote equity, retention, timely graduation, and student-defined success for all undergraduate students.

ASUA supports developing, improving, and maintaining undergraduate programs and related policies. It provides leadership and input, as appropriate, for changing, enhancing, or improving existing programs and policies. Academic Success and Undergraduate Advising also provides leadership in developing academic support programs.

ASUA is also responsible for ensuring that the laws, regulations, and campus policies that apply to undergraduate education are implemented relatively and are consistent with their intent.

Job Summary

The Administrator Coordinator will serve as a Financial Operations Assistant to perform day-to-day duties related to, leading front office student assistants, Instructional Student Assistants (ISA), and Graduate Assistant (GA) processing of paperwork, budget, program support, and administrative.

Responsibilities include, but are not limited to:

Payroll (ISA, GA and SA)

• Responsible, maintain and monitor hours for student workers in all ASUA units.
• Collect student assistant, ISA timesheets from various departments and submit student listings with attached timesheets to FOA for review and approval.
• Track all forms submitted via designed spreadsheets by ASC .
• Maintain and when necessary, provide corresponding copies of completed student listings with attached timesheets to dept supervisors to ensure student pay confirmation.
• When necessary complete termination paperwork via Cherwell for SA.
• Enter ISA and GA’s in OnBase for FOA approval and review.

Budget

• Assist in the reporting and reconciliation of all SA, ISA and GA budgets, Lottery, Trust and Auxiliary accounts within the Division.
• Prepare, submit and track all transfer of expenses.
• Prepare and submit request for invoices.
• Reconcile Pay Detail report by recording and tracking the information monthly.
• Reconcile monthly ProCard statements.
• Prepare reimbursement paperwork for the analyst (i.e. Bank Credit Card Authorization Form, Disbursement Check Request, and Direct Expenditure Form).
• Enter and prepare Requisitions via Common Financial System for approval by FOA.
• Assist with hiring of student assistants in ASUA office and assist other ASUA departments with the hiring paperwork. Work with the departments to make sure all copies of SA paperwork is submitted, and evaluations completed in a timely manner.

Program Support

• Under the direction of the FOA, provide administrative support to Marketing Unit.
  • Submit Requests for Invoices and Chargebacks.
  • Assist with purchasing using a procard or entering requisitions.
  • Hiring SA’s and assist with back filling the needs for the unit.
  • Responding to and/or directing student questions related to academic requirements.
  • Track, monitor and assist by maintaining constant communication with students when registering for programs.
• Coordinate and schedule events, meetings, workshops and trainings, which may include room reservations, ordering catering, maintain RSVP lists, preparing packets and processing reimbursement forms.

Administrative

• Assist, review, and process Student Assistant hiring paperwork for the ASUA.
• Record minutes for the monthly meetings with ASCs.
• Copy, file, archive, and shred documents.
• Independently work to create process guides and more efficient workflow applications for ASUA.
• Provide Timesheet training and support to all New Hired SAs.
• Assist with lecturer contracts by sorting, alphabetizing, and stamping.
• Provide front office support as needed and oversee the SA’s- providing support and guidance when needed.
• May assist with other duties as assigned by the AVP and Analyst.
• Maintain FOA calendar.

Clerical Support

• Other job related duties as assigned: filling, archiving, and shredding documents. May assist with researching and/or gather of data to complete special requests/projects. Plus, other duties as assigned.
• Provide back-up administrative support to the Office of the Associate Vice President, when Executive Assistant is not available.
• Assist all ASUA units as needed.

Employment Status: Full-time, Probationary, “Non-Exempt” position with the possibility of converting to permanent.

Application Review Deadline: This position will remain open until filled. The initial review of applications will begin on July 13, 2022.

Work Schedule

Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.

Key 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.
• The ability to independently handle multiple work unit priorities and projects is required. The ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist is required.
• The ability to perform standard business math such as calculate ratios and percentages, track financial data and make simple projections is required.
• The ability to draft and compose correspondence and standard reports is required.
• Ability to work independently as well as in a team environment.
• The ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those of sensitive nature is required along with the ability to work cooperatively with a diverse group of people.

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.

Preferred Qualifications

• Experience with PeopleSoft and other campus-specific software or tools is preferred.
• Experience in office administration in an academic environment.
• Knowledge and experience with Microsoft Word, Access, and Excel.

Salary

Anticipated Hiring Range: $3,440 – $3,500 per month

Classification Salary Range: $3,440 – $5,639 per month

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. In our commitment to diversity, 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. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs which further our understanding of individual and group diversity. We will also develop and communicate policies and promote values which discourage intolerance and discrimination.

The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.

Dimensions of diversity shall include, but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.

The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.

Supplemental Information

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be “Designated” under California State University’s Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html

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)