Job No: 527525
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full TimeJob Summary:
Working independently under general direction related to goals, the incumbent is responsible for coordinating administrative support for the Center of International Studies and Programs (CISP). It is responsible for the full scope of project activities including initiation, execution, coordination, implementation, and evaluation. Administrative work involves evaluation, research, coordination, and recommendations related to operational and procedural matters and ingenuity in developing solutions. The incumbent works with complex programs, projects, and events that have campus-wide impact and that require ability to work independently. The incumbent handles multiple projects and priorities; independently makes decisions on day-to-day operations; and applies and interprets policies and procedures.
Major duties and responsibilities:
Front Desk Operations Coordination:

• Coordinates the work of front desk staff and student assistants in providing services to international students and scholars; front desk operations which includes responding to all inquiries (phones, email, in-person walk-ins; faxes, visitors); directing students to appropriate advisors and resources.
• Conducts evaluation and ensures quality of customer service to students and scholars.
• Provides lead work direction, training, and guidance to others.
• Collaborate with other CISP staff in collecting data and prepares reports on the effectiveness of services.
• Responsible for document maintenance and record-keeping.
• Coordinates the work of International Student Ambassadors
• Provides support to CISP Committees, especially Student Engagement and Student Orientation committees.

Administrative Coordination of international education events:

• Coordinates all orientation programs for incoming international students and scholars. Creates and updates materials, prepares agenda and background information, and coordinates evaluation and reporting on outcomes.
• Plans and coordinates all international education events and is responsible for timely execution of delegation visits, International Education Week, Fulbright, and other outreach activities, including providing support to the local chapter of Phi Beta Delta, Honor Society for International Scholars, events.
• Interact and communicate at the highest levels within and outside the university, often in sensitive interpersonal situations.
• Cooperate and coordinate with others on hospitality for events, including ordering food and hospitality services, room reservations, parking passes, campus tours and other services related to successful outcomes of event planning.

Provides coordination and support for CEGE Associate Dean and Faculty Director:

• Maintains agreement records.
• Prepares CISP Highlights and Reports for CISP
• Prepares routine correspondence, including electronic communication, draft memos and external letters.
• Performs administrative duties to support CEGE Associate Dean and Faculty Director, which includes routine and program-related activities.
• Provides support for CISP Budget Analyst in all areas of program administration.
• Coordinates Health Insurance enrollment committee activities and tasks, from policy renewal, enrollments, and holds.
• Reviews and coordinates updates CISP ISSS web page information, social media, bulletin boards, and print materials as needed.
• Provides other support to departments within CISP.

Under general direction of the Faculty Director, provides administrative support for Visiting Scholar Program:

• Coordinates the administrative work for visiting scholar program.
• Communicates with visiting scholars before arrival to US about housing, orientation, and airport pick-up.
• Designs and coordinates the work of others for orientation program delivery and arranges social, cultural, and academic events for visiting scholars.
• Assists in preparing annual reports based on scholar reports.

Under general direction of the Faculty Director, provides program coordination for Professors Across Borders (PAB) program:

• Coordinates the call for proposal process and the work of the Faculty Committee.
• Organizes meetings, prepares applications for committee review, and provides support for the executive committee.
• Assists in the grants awarding process and helps the PAB recipients in related questions.
• Prepares annual reports of recipients' research and travel abroad.

Minimum Qualifications: Required Education and Experience

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

Required Qualifications

• 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.

Preferred Qualifications

• Bachelor's or Master's degree.
• PeopleSoft experience.
• Expertise in using standard office software such as MS Office.
• Previous work experience as a coordinator or in an equivalent position in higher education.

Compensation and Benefits:
Anticipated Hiring Range: $3,681 - $4,100 Per Month
Classification Salary Range: $3,681 - $6,034 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/Temporary (up to one year with the possibility of further renewal)
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 : August 1, 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.
Driver's License Check
Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
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