Job No: 529186
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:
Under general supervision of the Veterans Success Center Director, the incumbent performs administrative support work for the Veterans Success Center (VSC), serving as a point-of-contact for the department, handling interpersonal contacts, and providing direct support to the department.
Insert a major duties and responsibilities:
Clerical/Administrative Support:
Incumbent will provide direct support to the VSC and the Director by serving as the primary contact for general inquiries and department needs. Incumbent will provide in-person, hybrid, and electronic services, to include but not limited to email, phone, zoom, Jabber, Teams, etc. The incumbent will perform duties that involve coordinating, prioritizing, and monitoring support projects from initiation to completion, with accountability for end results and work performed by others and may provide training to all levels in standard office procedures.
Events Coordination:
Under supervision, the incumbent will work with the Director and staff to create, schedule, promote and coordinate all VSC events, groups, tutoring sessions, workshops and other related events on both the San Bernardino and Palm Desert campuses (including travel to PDC) and VSC-sponsored and co-sponsored events in the community. These tasks will require partnering with other campus and off-campus entities to secure space, equipment, food, parking and any presentation needs the event requires. The incumbent will create and maintain an events catalog with all event statistics and utilize this information for future planning, monthly highlight reports for DSA, and for annual budget reporting. The incumbent will utilize reasoning and judgment to develop practical, thorough, and creative solutions.
Budget and Procurement:
The incumbent will monitor, and communicate fiscal matters to the VSC Director, including various accounts and fund sources (e.g., general fund, SSI, grants, donations). Tasks will include but is not limited to preparing, updating, and reconciling financial projections, monthly and annual budgets, updating PeopleSoft Finance and processing budget transfers, provide timely budget updates to management, process charge backs and invoices. The incumbent monitors and maintains the inventory, processes and tracks purchases, resolves purchasing issues, and communicates regularly with Financial Services and Property Management to ensure that University policies and procedures are followed. The incumbent will provide annual reports and statistics to the Division of Student Affairs' Senior Budget Analyst, SSI and other funding sources as needed.
Staffing and Payroll Processing:
The incumbent initiates and processes hiring and separation documents for staff employees and student workers, to include but not limited to Federal Work Study and VA Work Study, serves as the department timekeeper, contributes to annual student worker evaluations, reconciles payroll, and leave balances, and communicates regularly with Student Employment, Human Resources and Payroll. The incumbent assists in the training of student assistants and work study students. The incumbent will interpret various policies and procedures related to staffing and payroll processing.
Other Duties as Assigned:
The incumbent carries out other duties as assigned. These may include, but are not limited to, leading student employees, assigning tasks, office organization, assisting with the departmental newsletter, tracking and updating policies and procedures based on departmental decisions, attendance at a variety of departmental meetings and trainings, and participation in campus committees, greeting and assisting students, faculty/staff and other individuals, answering telephones/emails, handling routine and confidential correspondence, preparing documents, forms and memos and tracking student and other contacts. The incumbent provides direct support to all staff; schedules appointments and maintains calendars; prepares reports and maintains files and takes meeting minutes. The incumbent will engage in professional development activities. The incumbent may arrange travel, assists in the preparation of travel authorizations, advances, and claims through Concur (or other means) and communicates regularly with Accounting to ensure that University policies and procedures are followed.
Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent
• Three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Valid Class C Driver's license and state mandated auto insurance.

Required Qualifications

• Valid Class C Driver's license and state mandated auto insurance.
• 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 calculating 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

• Previous experience working and interacting with military-affiliated students, familiar with the culture and appreciation of the US military, interest in military-affiliated programming and professional development in this area.
  Compensation and Benefits:
  Anticipated Hiring Range: $3505 per month
  Classification Salary Range: $3505 - $5508 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/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.
  The application deadline is October 17, 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