Job Summary

Under the general supervision of the Department Chair, the Administrative Support Coordinator (ASC) will independently coordinate the entire clerical and administrative support functions and performance of secretarial and administrative work in the Department of Accounting and Finance including the full range of secretarial and administrative support functions for the department chair and faculty.

Duties and responsibilities

General Office Coordination :

• Assist students and faculty including, but not limited to, answering / directing phone calls and emails, ordering and maintaining office supplies, data gathering and distribution of quarterly faculty office hours and syllabi, schedule classes in PeopleSoft, coordinate and distribute faculty contracts and posting of positions, maintain budgetary allocations of the department, gather data and manage multiple databases, process and prepare new hire paperwork, manage travel claims and other internal transactions.
• Provide high level administrative support to the department chair.
• Collaborate with campus departments and academic programs.
• Provide lead work direction to support staff and / or student assistants, and will be fully accountable for the work flow and completion of work for the assigned support staff.

Department Academic Programs :

• Create, maintain and update office documents and program forms.
• Coordinate textbook order process, ensure SOTE forms are assigned and processed, process / manage student requests / forms / PAWs assistance, provide enrollment permissions, and manage student service indicators (holds), add-slips, overloads, and any student university related forms or requests.
• Collaborate with the department chair, stateside Master of Science in Accounting program coordinator and the JHBC Graduate Business Programs office, support management of stateside MSA student and applicant databases, provide enrollment permissions, coordinate student service indicators, maintain undergraduate and graduate student alumni databases and communications and coordinate events for undergraduate and graduate students, and alumni.

Collaborate with the department chair and VITA (Voluntary Income Tax Assistance) coordinator(s), reserve spaces or rooms for VITA services, and support a budget allocation for VITA activities.

Event Coordination :

Coordinate and maintain a number of recurring, and one-time, department events and meetings; including but not limited to monthly meetings, annual retreats, advisory council / board meetings, faculty / visiting scholar meetings / workshops, and other school events / meetings.

Contact and coordinate activities with hotels, caterers, SMSU, UEC, Events Scheduling, Food Services, PDC, etc.

Coordinate for guest speaker, special guests, potential new hires, etc., including securing and disseminating logistic information.

Participate in student recruitment and student support / recognition events (e.g. college fairs, grad days, honor society, student onboarding, commencement reception).

Project Management Coordination :

Coordinate existing department projects with broad and visible impact that may involve coordination with other departments, alumni, and external stakeholders of the department.

Other :

Perform other classification-related duties as assigned.

Minimum Qualifications :

• High school diploma or its equivalent
• Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Driver’s License

Required Qualifications

In addition to Position Skill Level I knowledge and skill requirements, work assignments typically require :

• 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

• College diploma or equivalent.
• Must be a motivated self-starter that is able to think like an owner and be results oriented.
• Prior experience and expertise in event coordination and management.
• Ability to develop and make presentations to student groups on behalf of the department.
• A working knowledge of budget policies and procedures is desired.
• Ability to work cooperatively with a diverse group of people.
• Proficient with spreadsheet and database management.

Compensation and Benefits :

Anticipated Hiring Range : $3,681 - $4,583 per month

Classification Salary Range : $3,681 - $6,034 per month

The salary offered will take into account internal equity and experience among other factors.

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 .

Position Information :

Full-time Non-Exempt Probationary

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 : May 03, 2024; however, the position may close when an adequate number of qualified applications are received.

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).

Last updated : 2024-04-24