Job No: 532345
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:
The incumbent will serve as the receptionist for the College of Education Dean's Office. Under the lead direction of the College Administrative Analyst/Specialist and directly reporting to the Dean of the College of Education.
Duties and Responsibilities:

• Act as the primary receptionist in the College of Education Dean's Office, making customer service a priority. As the receptionist, assist with general to more detailed inquiries regarding COE programs and processes, assisting students, faculty, staff, and others on the phone and in person. Help to determine which area of service is needed, provide clear and detailed information/directions to assist individuals with their needs. Identify and solve standard problems and refer more complex problems to appropriate staff or faculty. Maintain current knowledge of roles and responsibilities of staff and faculty to better assist students, faculty and staff. Maintain the ability to respond to routine inquiries and explain standard policies and procedures to students, staff, faculty, or student assistants. Work involves contact with variety of campus and community entities and being able to acquire standard information and direct individuals to the correct contact person or department is required. Create and maintain a manual for the front desk customer service area, a step-by-step guide for critical functions such as websites, resources that are being used, and identifying tasks for different time periods for the academic year and what the steps are to complete those tasks.
• Assure the front desk in the COE Dean's Office has continuous coverage by working with the primary and secondary back-ups as needed. Coordinate lunch and break schedules with the back-up staff. When leaving for lunch or breaks make contact with the back-up staff to verify they are aware that you will be leaving and assure that the front desk has coverage. In addition, when you are absent staff will make sure to notify his/her supervisor and the back-up staff so front desk coverage can be arranged.
• Maintain a solid understanding of various forms such as student grievance forms, add/drop slips, petitions to add/drop after census and change of grade. Be able to provide direction to students and faculty regarding the process for each form.
• Maintain current knowledge of purchasing policies/procedures reaching out to the Procurement Office, Accounts Payable or the COE AA/S when clarification is needed.
• Maintain access to Staples and place all orders via Staples for the dean's suite and other areas as needed. Obtain monthly supplies requests from COE Dean's Office staff by sending out an email notification each month. Contact the College AA/S to verify the availability of funding and the account number to be used for the order.
• Maintain access to CFS for Requisition submission. Enter requisitions as needed. Maintain current knowledge of the requisition process and necessary documentation. Contact the College AA/S for verification of account number to be used.
• Maintain an active Procurement card to assist with purchases requiring a credit card. Contact the College AA/S to verify the availability of funding and the account number to be used for the order. Complete the monthly statement for submission.
• Assist with purchasing a variety of other items including but not limited to equipment, books, marketing materials, memberships, software, access to platforms and supplies not available on Staples etc. Work with College AA/S to identify appropriate accounts to be used to make the purchase. Maintain back up documentation and maintain log of all items purchased. Log all equipment prior to releasing it to COE ITS staff. Assist the College AA/S with logging all expenses into a spreadsheet and file back-up documentation for reference as needed.
• Collect back-up documentation for UEC invoices for various philanthropic accounts. Keep copies for our records and send originals to Auxiliary Accounting.
• Assist with preparation for events such as the COE retreats, staff development days, faculty professional development events, annual COE Credential Ceremony, December and May Commencements, Educational Leadership Summit, Project Impact and other events as needed. Duties will include but aren't limited to assisting with hospitality requests, parking, creating name badges, flyers, brochures, certificates, mass mailings, printing, ordering table, linens, decor etc. Will be required to work outside of normal business hours to be available to work at these events which may be on or off campus, evenings and/or weekends.
• Maintain a current Defensive Drivers card to be allowed to utilize the COE golf cart. The primary use of the cart will be related to daily errands and deliveries for the COE Dean's Office.
• Distribute all incoming mail to COE mailboxes. Any mail for COE Dean's Office administrators and staff should be collected from the mailroom and placed in the mailboxes outside their office doors. Maintain names on the COE faculty and staff mailboxes in the COE mailroom, updating boxes on a quarterly basis as needed to assure all individuals have a mailbox.
• Maintain golf cart use binder and conference room scheduling binder. Assist in coordinating cart maintenance.
• Monitor copy machine for supply and maintenance needs ordering items as needed. Provide printing services with counter information as needed.
• Maintain and organize the COE Dean's Office reception area, workroom and mailroom.
• Submit facilities work requests on behalf of the COE Dean's Office as needed. Verify with the College AA/S which account to use for these requests.
• Maintain knowledge and understanding on how to use EMS to assist with room reservations. In addition, work with Special Events and the COE ITC to manage the scheduling calendars for the COE Atrium and COE lab rooms (202, 205, and 207). Act as the primary contact for Special Events to give approvals for use of noted rooms.
• Maintain the internal COE faculty and staff directory, keeping the directory consistently up to date. Send the directory out to the COE listserv each time it is updated.
• Pick up SOTE's from the Data Center, notify departments when SOTEs arrive for distribution, maintain the master check-in list for completed SOTEs, return forms to Data Center and pick up forms once they have been processed.
• Act as the primary staff member related to the distribution and collection of the annual Our Promise State Campaign donation forms. Notify the COE faculty and staff when forms arrive, distribute forms, coordinate time so campaign representatives can present at COE faculty and/or staff meetings.
• Act as the primary staff member to pick up and distribute pay warrants from the COE Dean's Office. Maintain the pay warrant pick up log. Verify all pay warrants against People Soft to verify names and addresses against warrants. Be available on monthly pay days to keep the office open for pay warrant distribution which fall on some Fridays and will require you to come in from 9:00am - 5:30pm on those days. Mail out checks for those faculty that have a mail authorization on file. Create a log and return pay warrants that are not picked up within the allowable time. Work with Student Financial Services regarding the coordination of pay warrant pick up and return. Provide faculty with the direct deposit paperwork as needed.
• Work with the COE Faculty Senate representative to facilitate the faculty ballot process as needed. Verify the list of Tenure Track faculty with the College AA/S.
• Assist with processing faculty sabbatical and/or DIP applications and related paperwork. Notify faculty of eligibility, route application for signature, send out approval letters and notary forms, collect notary forms, send completed applications to Faculty Affairs, and create a log of leaves for College AA/S.
• Assist in posting student assistant positions as needed. Work with Student Employment to identify appropriate course of action to enter requests and post position advertisements.
• Other duties as requested to assist in the support of the operational needs of the COE Dean's Office.

Minimum Qualifications:

• High School diploma or its equivalent AND one year of experience in general office clerical work or one year of training in a vocational school/college.
• Valid Driver's License and insurance

Required Qualifications:

• Basic knowledge of applicable university infrastructure, policies, and procedures.
• Working knowledge of English grammar, spelling, and punctuation.
• Ability to use standard office equipment.
• Ability to use standard word processing and related computer software packages.
• Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
• Ability to perform basic mathematical functions.
• Fundamental writing and presentation skills to effectively communicate standard information.
• Ability to respond to routine inquiries and explain standard policies and procedures to others.
• Reading and comprehending, writing, communicating verbally, reasoning and analyzing.

Preferred Qualifications/Special Conditions:

• Experience with PeopleSoft CFS.
• Experience entering requisitions.
• P-Card holder

Compensation and Benefits:
Anticipated Hiring Range: $3,338.00 per month
Classification Salary Range: $3,338.00 - $4,097.00 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 15 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.
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: December 15, 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.
Drivers 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