Job No: 526910
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)Job Summary:
Under the general supervision of the Kinesiology Department Chair, the Administrative Support Coordinator will provide coordination and administrative support to the Kinesiology Department and its many projects.
Major duties and responsibilities
Interact with a variety of campus and community constituents: students, faculty, staff, parents, visitors to assist them or resolve problems; networking to build campus relationships to expedite work and projects; serving as contact and/or resource to outside parties, such as vendors, or governmental agencies, and/or offices of administrators. Prepare and submit key requests for staff, part-time lecturers, and Tenure Track faculty members. Thorough knowledge of pertinent departmental and university policies, procedures, and practices.
Uses PeopleSoft Financial program to reconcile internal budget to reports such as detailed queries and inquiries to ensure department stays within allocated budget. Keeps department chair apprised of budget status to enable chair to make accurate assessments and purchasing decisions. Processes financial forms such as funds transfer, invoice requests, direct expenditures, purchase requisitions, special consultant, and independent contractor paperwork to ensure payment to appropriate deficit accounts, persons or vendors for items purchased. Initiates purchase order requisitions, direct expenditures and special-order forms and procurement for items such as equipment, supplies, software, services, membership, and subscriptions to maintain ongoing operations. Monitor the department lower-division funds. Use department Procard to make purchases for lower division activity courses. Report monthly reconciliation of department procurement card to Procurement Services and follow the rules and regulations that govern their proper and appropriate use.
Communicate to students and provide class registration assistance when permissions are needed, which may include assisting with Course Add, Course Overload and Simultaneous Enrollment forms. Support is also provided to place and remove holds applicable to the department as well as direct students to the appropriate advisors.
Perform administrative support such as answer telephones, distribute mail, answer faculty and student questions, review forms before submitting to the chair for signatures, distribute pay warrants, type forms, letters, memorandums, and other administrative duties as assigned. Maintain department email and respond daily. Maintain the department website.
Collaborate with ASC II and department staff to provide daily department support, including steps of planning, execution, and evaluating outcomes of processes. Works independently on assigned projects. In collaboration with department chair and EHS to ensure the department maintains a process for giving students safety information and ensuring they view and acknowledge it and attach the heat prevention certificate. Use of applications, such as Canvas, to maintain safety acknowledgment submissions.
Serve as a resource to Department faculty and students regarding university procedures and policies. Coordinates the use of department space for department classes, department and campus events by use of Outlook calendars, EMS, and CLSS applications. The department has multiple spaces that are not scheduled using Peoplesoft or EMS and are scheduled using Outlook calendars. The ASA II helps to maintain these calendars and input the courses that will be using these spaces every semester. Provide support for course scheduling. Work collaboratively and assist ASC II and chair with course scheduling and room assignments through EMS, Peoplesoft and CLSS.
Maintain, gather, and analyze data and information for various purposes, including monitoring class rosters, faculty office hours, course syllabi, compiling and preparing various reports, utilizing, and maintaining office support technology and systems such as word processing, excel spreadsheets and databases to produce results.
Assess equipment inventory with the ASC II and the ITC. Oversee the student assistants in the department and provide lead work direction and training. Utilize PAWS reports and PeopleSoft to assist with prerequisite checks at the beginning of each term as well as to determine impacted major concentration eligibility.
Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent
• Three (3) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

• 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.
• Effectively handle multiple work unit priorities and projects.
• Apply a wide variety of policies and procedures where specific guidelines may not exist.
• Perform standard business math such as calculate ratios and percentages, track financial data, and make simple projections.
• Effectively draft and compose correspondence and standard reports.
• Knowledgeable of budget policies and procedures.
• Effectively handle 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

• Knowledge of PeopleSoft or similar enterprise-wide application is desirable.
• Experience in higher education and administrative support preferred.

Compensation and Benefits:
Classification Salary Range: $3,505 - $5,508 per month (salary is commensurate upon years of experience)
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/Exempt/Probationary
Schedule: Monday - Friday, 8:00am - 5:00pm
This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
The application deadline is May 15, 2023
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 Office of Employee and Labor Relations by phone at (909) 537-5138 or by email at employee.relations@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