Graduate Admissions Support Coordinator (Administrative Support Coordinator I), Graduate Studies

CSU Careers • San Bernardino, CA

1d

About The Position

Job Summary: The Graduate Admissions Coordinator provides administrative support and is responsible for coordinating the application process for graduate programs at CSUSB. This involves ensuring that applications are complete, maintaining student records, responding to student inquiries, and performing general office support tasks. Responsibilities: Graduate Application Downloading/Processing: Ensure applications are complete by communicating with applicants and coordinating the intake of any missing application materials. Download or scan official transcripts and store them in OnBase system. Download applications from WebAdMIT to PeopleSoft system and prepare them for admission review by graduate coordinators. Graduate Admissions Review Process: Initiate transcript review workflow in WebAdMIT/CSU Apply in accordance with established processing procedures. Examine application documents to confirm required materials are complete and organized in accordance with established admissions procedures prior to Graduate Coordinator evaluation. Organize and document academic coursework and graduate examination materials to ensure required information is complete and prepared for Program Coordinator review. Verify institutional accreditation status using established reference tools and document findings for review. Prepare the Graduate Summary Work Sheet detailing all degree and demographic information pertaining to each graduate student applicant. Student Admitting and Record Maintenance: Monitor Web AdMIT/CSU Apply dashboard for queued student applicant changes, including but not limited to Major / Concentration updates, Corrections, Academic Plan/Program, and other changes. Coordinate student record updates with the Registrar’s Office following documented workflows. Determine if additional information is needed from student applicants to assess eligibility. Update PeopleSoft status in conjunction with Web Admit and OnBase. Process admission status updates and facilitate distribution of acceptance communications in accordance with established procedures. Communicate appeal information to program coordinators. Follow-up with program coordinators regarding pending student status. Receptionist Duties: Respond to routine inquiries regarding general graduate admission requirements, deadlines, and application procedures. Maintain the Grad Admissions e-mail and route inquiries to appropriate staff as needed. In person, email or via telephone, provide standard explanations of published requirements and refer complex academic or eligibility questions to Graduate Coordinators. Office Support: Place office supply orders monthly. Initiate purchase requisitions, as needed. Other classification-related duties as assigned.

Requirements

• High School diploma or its equivalent AND three (3) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Valid CA Drivers License

Nice To Haves

• A bachelor’s degree from an accredited four-year college or university in a related field.
• Preferred experience includes working in higher education, admissions offices, administrative/student services roles, or a related field.
• Comprehensive understanding of the admissions process, covering application prerequisites, deadlines, and selection criteria.
• Proficiency in using office software, databases, and CRM systems is important for managing applicant information and communications.
• Ability to rapidly grasp new office support technologies and software applications.
• Attention to detail, ensuring precision in admissions processing.
• Provide excellent customer service to prospective students, answering their questions, and guiding them through the application process.
• Strong verbal and written communication skills.
• Ability to effectively communicate with prospective students, faculty, staff, and other stakeholders.
• Robust interpersonal skills for relationship building and collaborative teamwork.
• Independently handling simultaneous priorities and projects spanning multiple work units.

Responsibilities

• Ensure applications are complete by communicating with applicants and coordinating the intake of any missing application materials.
• Download or scan official transcripts and store them in OnBase system.
• Download applications from WebAdMIT to PeopleSoft system and prepare them for admission review by graduate coordinators.
• Initiate transcript review workflow in WebAdMIT/CSU Apply in accordance with established processing procedures.
• Examine application documents to confirm required materials are complete and organized in accordance with established admissions procedures prior to Graduate Coordinator evaluation.
• Organize and document academic coursework and graduate examination materials to ensure required information is complete and prepared for Program Coordinator review.
• Verify institutional accreditation status using established reference tools and document findings for review.
• Prepare the Graduate Summary Work Sheet detailing all degree and demographic information pertaining to each graduate student applicant.
• Monitor Web AdMIT/CSU Apply dashboard for queued student applicant changes, including but not limited to Major / Concentration updates, Corrections, Academic Plan/Program, and other changes.
• Coordinate student record updates with the Registrar’s Office following documented workflows.
• Determine if additional information is needed from student applicants to assess eligibility.
• Update PeopleSoft status in conjunction with Web Admit and OnBase.
• Process admission status updates and facilitate distribution of acceptance communications in accordance with established procedures.
• Communicate appeal information to program coordinators.
• Follow-up with program coordinators regarding pending student status.
• Respond to routine inquiries regarding general graduate admission requirements, deadlines, and application procedures.
• Maintain the Grad Admissions e-mail and route inquiries to appropriate staff as needed.
• In person, email or via telephone, provide standard explanations of published requirements and refer complex academic or eligibility questions to Graduate Coordinators.
• Place office supply orders monthly.
• Initiate purchase requisitions, as needed.
• 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: 1-10 employees