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California State University, San Bernardino

Administrative Coordinator (ASC I), JHBS Dean's Office - Temporary
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Position Number: 3694591
Location: San Bernardino, CA
Position Type: Human Resources

Administrative Coordinator (ASC I), JHBS Dean's Office - Temporary
California State University, San Bernardino

Job No: 520747
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Job Summary:

Under general supervision of the Dean in collaboration with the Director of the Leonard Transportation Center, the Administrative Coordinator provides a full range of coordination support for the Leonard Transportation Center. Duties include but not limited to administrative support, events coordination, and budget support.

Office coordination:
- Independently coordinate administrative functions and perform the secretarial and administrative work for the Leonard Transportation Center (LTC)
- Duties include but not limited to: answering phones, university forms completion/requesting service orders, ordering and purchasing supplies, maintaining the office.

Projects:
- Initiate and coordinate projects by identifying needs, outlining detailed plans, and providing lead work direction.
- Projects include organizing files and supplies; ordering/purchasing equipment; supporting special events and the advisory council; ordering/purchasing outreach materials.

Other:
- Coordinate student researcher work schedules
- Support director with special tasks
- Organizing/Coordinating parking for special visitors
- General project support as requested

Event and Meeting Organization/Planning and Coordination:
The Center has a number of events throughout the year, including:
- Regional Transportation Dialogues, Advisory Council meetings, Educational Programming meetings, etc.
- Planning and organizing all LTC events, such as set-up, during and clean-up
- Maintaining event budgets, purchases, etc.
- Rent facilities and order/purchase food/beverage, supplies, outreach materials, etc.

Website/Social Media/External Communication (emails, etc.):
- Provide maintenance and development of content for website and social media sites.
- Monitor all email correspondence to the LTC general email server.

Budget Support:
- Maintaining and analyzing the LTCs accounts, including State, Philanthropic, and Trust Accounts
- Recommend budget allocation to Director
- Monitor funds, and conduct expense/budget transfers utilizing online systems
- Maintaining proficiency in PeopleSoft, MS Excel and other university financial platforms
- Purchasing travel and conference registration.
- Determine budget codes to use based on categorization for purchasing, reimbursements and payment to vendors. For example, supplies and services, travel, hospitality, equipment, etc.

Reports (administrative, events, etc.):
- Write the annual and ancillary reports.
- Support grant writing and subsequent reports.
- Other duties as assigned

Minimum Qualifications: Required Education and Experience

High School diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

A thorough, detailed knowledge of applicable university infrastructure, policies and procedures is required.

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.

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.

Preferred Qualifications

Three years experience in office general clerical work

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 or Microsoft Excel.

A thorough knowledge of office systems and ability to use a broader range of technology, systems, and software packages is preferred.

Compensation and Benefits:

Anticipated Hiring Range: minimum $3,505 - maximum $5,508 monthly.

Classification Salary Range: minimum $3,505 - maximum $5,508 monthly.

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 14 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/Temporary (up to one year with the possibility of further renewal)

Schedule: Monday - Friday, 8:00 am - 5:00 pm.

The application deadline is: Tuesday, January 3, 2022.

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.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

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 the ADA Coordinator by email at jeanne.durr@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

To view full description and to apply, visit: https://www.csusb.edu