Administrative Support Coordinator (Admin Support Coord 12 Mo), ITS-User Experience

Job Description:

Administrative Support Coordinator (Admin Support Coord 12 Mo), ITS-User Experience

Description

Job Summary:

Under direction of the Director of Administrative Computing and User Experience and the Executive Assistant to the Chief Information Officer, will provide administrative support to the office of Administrative Computing and User Experience along with the Division of Information Technology Services.

Duties and responsibilities:

• Duties include but are not limited to providing world class customer service to the office, students, faculty and staff, route calls, provide phone coverage, maintaining calendars, scheduling meetings/appointments, both physical and virtual through two-way audio and video, preparing minutes, organizing meetings, and agendas for various meetings as needed and track the completion of Administrative Computing and User Experience projects, providing recommendations related to operational decisions, lead work directions, assist with trainings and serve as timekeeper.
• Serve as the central processor for hiring recruitments for ITS.
• Work closely with the different MPP’s in ITS to gather position requirements and assist with updating position descriptions on CSU Recruit.
• Work with ITS Budget Office to gather position numbers and anticipated hiring range for recruitments and add this information into the position description in CSU Recruit.
• Work closely with campus HR to follow the recruitment process for the different positions within ITS.
• Collect, process and complete payroll student listing of all interns and student assistant timesheets working in Technology Operations and the Technology Support Center areas through the AdobeSign process.
• Track and edit student time in the Timeclock system.
• Perform Quarterly Student Assistant Audits, provide weekly hourly report to unit supervisors as requested. Monitor and review student hours on a weekly basis.
• Prepare and coordinate all new and large purchases for the Administrative
• Computing and User Experience staff and vendors to obtain their responses to requests for quotes and requests for proposals and place those orders into the system.
• Coordinate all contracts between our vendors and the Procurement Office. Collect Information and Communication Technology Accessibility and Security review online forms (ICT), submit Purchase Requisitions through CFS and setup signature flows through the approval process.
• Prepare travel arrangements (requests, expenses, and mileage reimbursements) and process all necessary information through Concur.
• Maintain defensive driving and updated travel forms on annual basis.
• Other classification-related duties as assigned.

Minimum Qualifications:

• 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:

• 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:

• Great customer service skills including the ability to manage time and priorities.
• Ability to work closely with other teams both within ITS and other departments at the University.

License/Certifications

Valid CA Driver's License and Insurance.

Compensation and Benefits:

Anticipated Hiring Range: $ 4,058 per month

Classification Hiring Range : $4,058 - $ 6,653 per month

Work Schedule: Academic Year: 8am - 5pm, Monday - Friday

Summer: 7am - 5:30pm, Monday - Thursday

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

Application Deadline : January 22, 2025

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:

Full-time, Non-Exempt, Probationary

This position classification has been defined as non-exempt and is subjected to overtime provisions of the Fair Labor Standards Act (FLSA).

First considerations will be given to candidates who apply by Tuesday, August 20, 2024, and will continue until the position is filled; 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).

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.

Mandated Reporter

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.

Driver’s 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 CSUSB Benefits at benefits@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

Advertised: Jan 08 2025 Pacific Standard Time
Applications close: Jan 22 2025 Pacific Standard Time

Closing Date/Time: