Administrative Support Coordinator (Administrative Support Coordinator II), College of Education - Dean's Office

California State University, San Bernardino • San Bernardino, CA

3d • $6

About The Position

The incumbent will report to the Dean in the Watson College of Education (WCOE)
while working closely with the dean’s Executive Assistant. Must have the ability
to coordinate, prioritize and monitor projects through their completion with
accountability for end results while establishing priorities to meet deadlines.

Requirements

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

Nice To Haves

• Experience utilizing the following programs: - MS Excel - Canva - Adobe Photoshop - Drupal

Responsibilities

• Serve as the first point of contact for the WCOE Dean’s Office. Provide excellent customer service to students, faculty, and other campus departments and colleges by applying comprehensive knowledge and interpretation of departmental and university policies, procedures, and practices.
• Answer phone calls and assist with walk-in inquiries from faculty, staff and students with professionalism and mutual respect. Use judgment and discretion to resolve most office administration problems. Provide information to students about procedures on various matters, such as change of grade, course overload, class add and drop process.
• Maintain office inventory and procure educational materials, office supplies, and equipment, through requisitions or corporate card purchases. Prepare appropriate documentation for business activities and events; and submit duplication or printing requests as needed.
• Act as a liaison with procurement and suppliers, vendors, and campus departments to coordinate purchases. Process other forms when required (e.g., ICT Review/Approval, over $10K Approval, Sole Source/Brand Approval, Independent Contractor) and obtain required signatures. Reconcile corporate card purchases monthly.
• Provide procurement support to the college Technology Support Specialist. Ensure university policy and procedures are followed to assist in expediting the process. Maintain ongoing communication with the Technology Support Specialist regarding the status of the order.
• Maintain WCOE digital calendars related to atrium and laboratory space usage. Accurately document use of space and verify availability.
• Coordinate the use of the college golf cart. Accurately track cart usage ensuring the cart is checked out, and checked back in as needed. Oversee the coordination of cart maintenance with appropriate campus offices ensuring cart is appropriately maintained. Coordinate cart storage during campus closures and the cart retrieval when campus opens up again.
• Resolve a broad range of operational and procedural administrative problems which may require research, analysis, and evaluation of information may need to be solved. Project is coordinated through initiation, execution, coordination, implementation, and evaluation.
• Develop and maintain processes to accurately collect data and maintain records. Create detailed college reports and publications, including newsletters, brochures, monthly highlights, projects seeking donor funding, and the annual college magazine for WCOE. Utilize Canva, Adobe Photoshop, and Adobe Stock to create and format these materials.
• Under the direction of the Dean and as part of a college committee, act as the lead administrative support coordinator for the annual Educational Leadership Summit and a variety of small college events, meetings, and community building events, including WCOE faculty and staff meetings and faculty book club.
• Coordinate all aspects of event planning and execution, including logistics, communication, documentation, and task tracking to ensure successful events. Effectively communicate event needs to WCOE leadership, faculty and staff. Collaborate with colleagues to confirm required tasks are executed in a timely manner, track event details through documentation of meeting minutes and utilize spreadsheets to track delegation of event duties. Collect detailed event information for post event reports and develop the final report for the dean.
• Demonstrate expertise in using office software packages, technology, and systems. Utilize Drupal to maintain the internal WCOE faculty and staff website to ensure accurate and up-to-date information is added as needed. Maintain the WCOE social media accounts posting a variety of WCOE events and college highlight information on a regular basis.
• Assist with the recruitment and supervision of student assistants in the WCOE dean’s suite. Maintain current and accurate knowledge of Federal Work Study requirements. Facilitate the recruitment process, assign tasks, coordinate student work schedules, track award balances, collect and review time sheets, and provide input to annual evaluations.
• Pick up pay warrants from Student Financial Services. Notify departments when pay warrants are available. Distribute pay warrants as needed.
• Perform other classification related duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees