Administrative Support Coordinator (Administrative Support Coordinator I), University Advancement

The California State University; San Bernardino (CA); On-site; USD 10,000 - 60,000; Full time

Job summary

Join a forward-thinking university as an Administrative Support Coordinator, where you'll play a crucial role in ensuring the smooth operation of the Office of the Vice President for University Advancement. This dynamic position involves managing complex schedules, supporting high-level events, and maintaining financial records. You'll be the vital link between the Vice President and various stakeholders, fostering relationships that enhance the university's mission. If you are organized, detail-oriented, and passionate about supporting a vibrant academic community, this is the perfect opportunity for you.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Retirement Plan

Paid Holidays

Sick Leave

Vacation Time

Fee Waiver Education Program

Qualifications

• 3 years of experience in office clerical or secretarial work.
• Ability to handle multiple work unit priorities and projects.

Responsibilities

• Coordinate daily operations of the Office of the Vice President.
• Maintain complex scheduling and accurate financial records.

Skills

Office Administration

Budget Management

Scheduling

Communication Skills

Interpersonal Skills

Education

High School Diploma

Tools

Microsoft Office Suite

Payroll Systems

Job description

Administrative Support Coordinator (Administrative Support Coordinator I), University Advancement

Apply now Job no: 548362
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Job Summary:

The Administrative Support Coordinator I plays a vital role in ensuring the smooth, professional, and efficient operation of the Office of the Vice President for University Advancement. As the central administrative support for the Vice President and confidential staff, this position is essential for maintaining complex scheduling, accurate financial and payroll records, supporting special events, and serving as the liaison for high-level internal and external relationships. With responsibilities ranging from budget processing to coordinating daily office operations and systems, this role provides critical organizational and logistical support that enables the Vice President and the division to function effectively and represent the university with the highest level of professionalism.

This position provides critical front office support to the office suite of the Vice President of University Advancement, which includes the Philanthropic Foundation and the office of Advancement Services and Operations. These departments encompass major philanthropic operations on campus.

Duties and responsibilities

Vice President Office Support

Coordinate the day-to-day operations of the Office of the Vice President for University Advancement. Provide a wide range of administrative support for the Vice President and Confidential staff, including preparing correspondence, coordinating meetings and related logistics, procuring supplies and materials, making travel arrangements, processing absences and serving as department timekeeper, and providing support for special events and programs.

Coordinate and maintain the Vice President’s calendar and the division conference room calendar. Anticipate and prevent scheduling conflicts and oversights.

Coordinate and reconcile staff and student payroll. Maintain appropriate audit records for employee’s time reports.

Organize and maintain a complex system of files and records for both physical and electronic materials. Perform data entry for Vice President’s donor and prospect visits. Distribute office documents and collect requested data and materials as needed. Process mail to include FedEx and bulk-mail, and submit work orders. Assist with the development, implementation and maintenance of office systems and procedures, such as inventory management and hard and electronic filing systems, using technology to bring high efficiency and organization to office operations.

Foster and maintain excellent working relationships at the highest levels inside and outside of the university, including other campus officials; Chancellor's Office personnel; government officials at local, state, and federal levels; and press; as well as the President's Office, Department Directors, Deans, and other administrators.

Prepare meeting document on behalf of Vice President and Confidential staff – agendas, minutes and needed reports for meetings.

Maintain the VP office suite with supplies (staples orders, printing services, breakroom supplies, etc.).

Assist with event logistics, invitations and RSVPs. Provide staff support for events as needed.

Prepare correspondence for Vice President’s signature

Budget Support

Prepare and process requisitions and purchase orders, personal reimbursements, and payment request forms using state and/or auxiliary accounts. Review and confirm accuracy of invoices for approval of payment. Prepare service agreements, and related budget documents. Maintain accurate records of invoices and receipts processed. Reconcile and process credit cards for both State and Foundation accounts, maintaining accurate electronic records.

Other classification-related duties as assigned

Minimum Qualifications:

• High school diploma or its equivalent.
• Three 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:

• Three years of general office support or technical experience. Two years relevant experience working in higher education or related field or office.
• Excellent written and verbal communication skills.
• Excellent organization and time management skills.
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures, along with the ability to identify deviations from applicable policies.
• Demonstrated expertise in scheduling complex calendars.
• Ability to anticipate essential materials and research necessary for meeting and travel arrangements.
• Active problem-solving skills, along with effective and sensitive interpersonal skills.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and, at times, creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature.
• Ability to work professionally, collaboratively, and collegially with a diverse group of people, clients, and co-workers.
  
  

Compensation and Benefits:

Anticipated Hiring Range: $3,864 - $4,167 per month

Classification Salary Range: $3,864 - $6,072 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 here .

Position Information:

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 scope of responsibilities for this position includes making or participating in decisions that may have a material financial benefit to the incumbent. Therefore, the individual holding this position is required to file an initial Conflict of Interest: Statement of Economic Interests ("Form 700") within thirty (30 days) from the date of hire and on an annual basis. In addition, the individual holding this position must complete the required conflict of interest training within thirty (30) days of their appointment and at least once during each consecutive period of two calendar years following the appointment, subject to the Fair Political Practices Commission regulations.

The application deadline is: May 27, 2025

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 is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

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.

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.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

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 athttps://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 visithttps://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 [e-mail] .

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: May 09 2025 Pacific Daylight Time
Applications close: May 27 2025 Pacific Daylight Time

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The Administrative Support Coordinator I plays a vital role in ensuring the smooth, professional, and efficient operation of the Office of the Vice President for University Advancement. As the central administrative support for the Vice President and confidential staff, this position is essential for maintaining complex scheduling, accurate financial and payroll records, supporting special events, and serving as the liaison for high-level internal and external relationships. With responsibilities ranging from budget processing to coordinating d ... read more aily office operations and systems, this role provides critical organizational and logistical support that enables the Vice President and the division to function effectively and represent the university with the highest level of professionalism.This position provides critical front office support to the office suite of the Vice President of University Advancement, which includes the Philanthropic Foundation and the office of Advancement Services and Operations. These departments encompass major philanthropic operations on campus.

The Administrative Support Coordinator I plays a vital role in ensuring the smooth, professional, and efficient operation of the Office of the Vice President for University Advancement. As the central administrative support for the Vice President and confidential staff, this position is essential for maintaining complex scheduling, accurate financial and payroll records, supporting special events, and serving as the liaison for high-level internal and external relationships. With responsibilities ranging from budget processing to coordinating d ... read more aily office operations and systems, this role provides critical organizational and logistical support that enables the Vice President and the division to function effectively and represent the university with the highest level of professionalism.This position provides critical front office support to the office suite of the Vice President of University Advancement, which includes the Philanthropic Foundation and the office of Advancement Services and Operations. These departments encompass major philanthropic operations on campus.