Job No: 525734
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:
Coordinates the clerical and administrative support functions of the Jack H. Brown College (JHBC) Office. Administrative work involves evaluation and recommendations related to operational and procedural matters, primarily the required day-to-day clerical and administrative functions and duties of the college office.
Major duties and responsibilities
Coordinates the clerical and administrative support functions of the Jack H. Brown College (JHBC) Office. Administrative work involves evaluation and recommendations related to operational and procedural matters, primarily the required day-to-day clerical and administrative functions and duties of the college office. Coordinates front office coverage with other office personnel to ensure all that come to the office are greeted, helped, and/or properly directed.
Ensures accurate employee attendance and timekeeping records are maintained, certifies payroll for the entire college, and serves as a primary point of administrative contact and liaison with other university offices, such as Payroll, Purchasing, and Accounts Payable. Works closely with the College Administrative Analyst/Specialist with the processing of faculty stipends while ensuring compliance with faculty overload policies. Inputs purchase requisitions, maintains use of Procard, and processes travel claims, reimbursements, and payment of invoices as necessary. Also coordinates classroom assignments, classroom visitations, and the building of administrative courses. In collaboration with the Associate Dean, coordinates the assignment of office space for new incoming faculty, including ordering new office furnishings as required, and maintaining comprehensive list of JHBC space assignments.
Help set priorities for support staff and is fully accountable for work flow and completion of work for assigned support staff. Leads front office reception/clerical work direction, provides training and guidance to others; assist with work unit staffing decisions and input for performance evaluations. Interacts and maintains on-going communication with various levels within and outside the university, often in sensitive interpersonal situations as required.
Works with the Dean's Administrative Assistant to process student scholarships, coordination of college level events such as the student awards banquet, all JHBC meetings, receptions, and other outreach activities. Also provides assistance to departments for unit level events. Participates in the planning and execution of large scale, complex events with broad, visible impact in collaboration with other departments.
Performs other duties as assigned.
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

• 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.

Preferred Qualifications

• Advanced AA or higher degree is preferred, along with required five years of experience in general office clerical work which has provided the ability to independently initiate, draft, and prepare correspondence and reports in error-free English.
• Knowledge of Microsoft Office Suite.
• Experience with PeopleSoft, Concur travel, and HR module is beneficial.
• Possess the ability to be a team player, along with the ability to handle sensitive interactions/situations.
• Possess the ability to interact tactfully, diplomatically and positively with faculty, staff, students, administrators and members of the outside community. Applicants must possess the ability to work cooperatively and effectively with a diverse group of individuals.
• Demonstrate and successfully ensure a high level of confidentiality and the utmost of integrity in all areas of this position.

Compensation and Benefits:
Anticipated Hiring Range: $3,681 - $4,800 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/Exempt/Probationary
Schedule: Monday - Friday, 8:00am - 5:00pm
Staff: The application deadline is April 5, 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