Job No: 519810
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time
About CSUSB
California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.
At CSUSB, you can:

• Build your future
• Work with the best
• Be your authentic self
• Focus on you
• Make a lasting impact
• Work for a purpose that is greater than your own
• Bring everything you are, become everything you want
  Department Summary
  The Department of Anthropology at CSUSB offers an in-depth and broad-ranging education in three primary fields including biological anthropology, sociocultural anthropology, and archaeology. The Department of Anthropology also offers a Masters Degree in Applied Archaeology. The Department includes three working laboratories and multiple study collections, offers small upper-division courses, and a thriving anthropology student group, ALPACA. There is also an Anthropology Museum located within the College of Social and Behavioral Sciences.
  Job Summary
  The Administrative Support Coordinator provides coordination support to the Anthropology and Geography/Environmental Studies departments.
  
  • Administrative Student Support: Provides administrative student support by responding to questions from current and prospective students relating to program requirements and prerequisites, transferability, enrollment, and graduate check. Responsible for meeting the University, College and Department deadlines under general direction and maintain the smooth operations of the Department office and its programs by evaluating and making recommendations relating to the operations and procedures in consultation with the Department Chair. Administrative Support to assist students in navigating appropriate University forms such as Change of Grade forms, Petition for Waiver of University Regulations, Drop and Add after Census, Individual Program Plan of Work, Advancement to Candidacy, Change in Program, Student Leave of Absence, and Course Adds and Overloads to ensure necessary student support. In consultation with Department Chair, builds class schedule, maintains current course updates, and maintains term schedule of classes, which includes entering course restrictions, adding classes, canceling classes, notifying students, increasing enrollment limits, and making staffing changes. This includes independent studies at undergraduate level, entering into university PeopleSoft system in order to provide students registration access to university courses. In consultation with Department Chair, reviews course enrollments at start of each term to determine whether student enrollment warrants all courses to proceed as scheduled. Oversee any required department databases.
  • Faculty Support: Obtains office hours from all department faculty, adjuncts, and graduate teaching associates and distributes schedule to faculty, staff, college, and students to inform students of faculty availability. Provides clerical and administrative support for Department Chair, Full-Time Faculty, and Part time Faculty. Initiates, monitors, and processes Part-Time Faculty hires. Maintains up-to-date Part-Time Faculty personnel file by filing necessary paperwork and distributes to appropriate administrative offices. Assists faculty with travel. Oversee calendar for department conference room and department computer lab. Has access to reserve other campus rooms. Processes and reports time sheets ensure signatures from department chair and submitting to Master Timekeeper in College Office. Acts as liaison between faculty and students to facilitate flow of communication and information within the department.
  • Faculty Recruiting Support: In consultation with Department Chair, submits job description ads through multiple venues for all faculty position during a recruiting and hiring year. Assists candidates with the reimbursement process and all related expense paperwork for tenure track candidates brought in for student assessment, interviews with chair, faculty, and college Dean to determine consideration as final candidates for position with the university. Assists with all moving and relocation reimbursements and travel claims. Requests and processes clearances for all department full-time faculty, adjunct faculty, and graduate assistants for required areas including the Library, Facilities, Parking, Payroll, Telephone and Media Services at end of term. Collects and distributes pay checks for the department faculty and staff and research delayed checks as necessary and informs recipient. In consultation with Department Chair, monitor and run reports for the term faculty workload (FTE/WTU).
  • Budget: Monitor the department general funds, professional development funds, UEC funds, philanthropic funds, and grant development funds. Uses PeopleSoft Financial program to reconcile internal budget to reports such as detailed queries and inquiries to ensure department stays within allocated budget. Responsible for determining the availability of funds and the monthly management and analysis of the following accounts: general funds, CERF funds, part-time budget, indirect and philanthropic funds, as well as others. Keeps department chair apprised of budget status to enable chair to make accurate assessments and purchasing decisions. Processes time sheets, 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 and enable faculty to stay current in their field. Report monthly reconciliation of department procurement card to Procurement Services and follow the rules and regulations that govern their proper and appropriate use.
  • Administration: Serves as a resource for department chair in a variety of areas to ensure all issues are adequately addressed and to ensure a smooth workflow throughout the department. Meet all required University, College, and Department deadlines inclusive of forms, processing, scheduling, contracts, etc. under general direction. Order necessary items for the department such as office supplies, door and cabinet keys, and acts as custodian of master keys for all department offices and rooms. Initiates work orders and requests for departmental or building areas in need of repair. Maintains course syllabi files for department programs. In consultation with Department Chair, prepares academic faculty workload report to submit to College Budget Analysist for processing. Handle confidential information regarding sensitive issues with tact independent judgement and diplomacy, in accordance with established University procedures. Reviews and updates directories such as campus telephone directory, college directory, and faculty/staff address directory to provide accurate contact information to the department, college, and campus. Assists with review of department website ensuring accuracy.
  • Events: Reserve rooms, order meals and refreshments on campus through appropriate campus programs such as EMS. Processes all event paperwork such as invoices for payment, hospitality forms, and backup documentation. Other duties as assigned.
  Employment Status:
  Full-time, Probationary, "Non-Exempt" position with the possibility of converting to permanent.
  Application Review Deadline:
  This position will remain open until filled. The initial review of applications will begin on November 02, 2022.
  Work Schedule:
  Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.
  Key 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.
  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.
  Salary:
  Anticipated Hiring Range: $3,681.00 - $4,400.00 Per month
  Classification Salary Range: $3,681.00 - $6,034.00 Per month
  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. In our commitment to diversity, 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. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs which further our understanding of individual and group diversity. We will also develop and communicate policies and promote values which discourage intolerance and discrimination.
  The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.
  Dimensions of diversity shall include, but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.
  The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.
  Supplemental Information
  A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
  The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
  California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
  This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
  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)