Job No: 531599
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)Job Summary:
Under the general supervision of the Director of the Career Center, the Administrative Support Coordinator will provide coordination and administrative support to the career center and its many projects.
Major duties and responsibilities:
Director and Associate Director support:

• Maintain and arrange an appointment schedules and monitor the calendar of the Director and Associate Director (AD), including the scheduling of meetings for (and with) the Director and Associate Director, as requested
• Coordinate and organize the annual staff retreat (including preparing the agenda, ordering the necessary supplies, Order catering, and working with budget analyst on invoices)
• Send meeting invites to all-staff and other meetings, as needed
• Take minutes/notes and prepare agendas and maintain agendas for Career Center meetings, as requested by the AD and Director
• Coordinate travel and logistics for Director and AD, as needed
• Administratively coordinate and facilitate hospitality and/ or catering needs for the office, as requested by the AD or Director
• Administratively support room reservations in EMS, as requested by the AD and Director.
• In collaboration with Director/ AD, coordinate logistics for student assistant schedules, as needed
• Administratively support the hiring of Student Assistants including posting position in Handshake, collecting applications, scheduling interviews, and completing necessary student employment and FWS paperwork, with guidance from the AD and Director, as needed
• Track hours worked, timesheets, and other required metrics for tracking student assistants, as needed in in collaboration with CC timekeeper
• Administratively support the distribution, and collection of surveys, as requested by the AD and Director, as needed
• Coordinate the development of the monthly department newsletter
• Responsible for Career Center golf cart, including checking out keys, and working with maintenance to service and wash the car, as needed
• Responsible for use of ProCard for supporting Director and AD
• Administratively coordinate search committee needs, as needed when chaired by the Director or AD

Front Desk Coordination

• Lead student assistants scheduled to sit at the front desk, in their support the front desk reception duties
• Coordinate the greeting of incoming guests to the Career Center offices (2 areas) by providing a warm and friendly environment, and leading students who are scheduled to sit at the front desk areas.
• Coordinate the maintenance and maintain a clean and professional looking reception area
• Coordinate the answering of telephone extensions, messages, and triaging and forwarding of calls and emails to appropriate staff and departments, as needed
• Coordinate the response to emails daily and the preparation of appropriate email responses, as needed
• Be able to answer the general inquiries for both counseling appointments, and events in Handshake/ or triage if answer is unknown; as needed
• Coordinate the answering of the Career Center email and Career Bot. including coordinating the responses to general inquiries made to the Career Center email and Career Bot, as needed
• Train Career Center student assistants in phone etiquette, outlook calendar usage, and front desk customer service, as needed
• Training student assistants in the details of triaging and forwarding information to the correct staff in the office, as needed
• Have working knowledge of Handshake.
• Ensure that students or alumni who may contact the Career Center knows how to access their account, as needed
• Coordinate the approval of Handshake profile requests from students, as needed
• Coordinate the checking in and out of student and alumni appointments and drop-in visits, as needed
• Coordinate and assist with the secure technology items at the end of the day and set devices to charge, as needed
• Utilize PeopleSoft Campus Solutions student record data and/or navigate for verification of enrollment, graduation date, and contact information, as needed
• Create a system of organization in cabinets and shelves for office supplies, as needed
• Coordinate the sorting of and distribution of daily mail, as needed
• Oversee hallway and office bulletin boards and display boards in career center locations, as needed
• Collaborate and coordinate with staff to ensure career center materials and resources are up-to-date and organized.

General Office Support:

• Update general office information, such as office hours and drop in hours, programs, advising, and internships on a regular basis on Career Center website
• Submit TNS and office work orders, as needed and communicate with Facilities regarding the work orders (office temperature adjustments, air quality, broken items, mounting signage, and other general office maintenance needs)
• Coordinate the process, and be responsible for, the tracking technological devices checked-out by Career Center staff and student assistants
• Assist with onboarding new staff members in accordance with the Career Center Onboarding Manual and as directed by the MPPs and AA/S1 lead, as requested
• Distribute, and collect surveys, as needed
• Order general office supplies for Career Center through Staples Advantage, and place orders for staff business cards, copy paper, letterhead, and envelopes; submit copier maintenance tickets; assist with the purchase of staff name badges, and supplies for events, as requested
• Work in collaboration with other support staff in getting tasks done as issues arise. For example, some of these tasks may look like; the scheduling of rooms for events and workshops, the ordering of catering, coordinating travel for students or other staff, distributing marketing materials, attending career events and coordinating tabling, etc.

Other Duties as Assigned

• Contribute to the overall success of the Career Center by performing other duties as assigned that are within the incumbent's classification
• Participate in All staff DSA meetings
• Attend trainings as needed to support duties, in consultation with Director

Minimum Qualifications: Required Education and Experience

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

Required Qualifications

• Experience to be fully functional in all technical aspects of work assignments.
• Ability to understand and operate in a variety of organizational structures.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Ability to clearly communicate orally and in writing.
• Ability to use and quickly learn new office support technology systems and software packages.
• 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.

Preferred Qualifications

• Previous experiences serving a diverse cliental
• Previous experience providing administrative support to a large unit with multiple employees
• Knowledge of Handshake CSM, PeopleSoft, and administrative systems.
• Ability to select and use appropriate technology to accomplish a given task.
• Knowledge of mandated reporter expectations
• Previous experience giving guidance to customers and clients
• Previous experience assisting with developing processes
• Demonstrated knowledge in evaluating and using social media for student engagement.

Compensation and Benefits:
Anticipated Hiring Range: $3505 - $3600 per month
Classification Salary Range: $3505 - $5508 per month
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/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.
The application deadline is September 27, 2023.
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 in not a sponsoring agency for staff or management positions (i.e. H1-B Visas)
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.
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 Nora Jean Fernandez, ADA Manager at Nora.Fernandez@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