Administrative Support Coordinator (Administrative Support Coordinator II), College of Natural [...]

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

Job summary

California State University seeks an Administrative Support Coordinator to manage the daily operations of the Mathematics Department. The role involves providing office support, coordinating academic schedules, and ensuring compliance with university policies. Ideal candidates will have extensive office experience and demonstrate effective communication skills. The position offers a range of $4,058 to $6,653 monthly, with benefits including health plans and educational waivers.

Benefits

Health plans

Paid time off

Holidays

Educational fee waiver

Qualifications

• Five years of progressively responsible office experience or equivalent.
• Ability to interpret policies and troubleshoot problems.
• Ability to analyze data and perform business math.

Responsibilities

• Coordinate daily operations and ensure smooth workflow.
• Provide customer service and answer inquiries professionally.
• Maintain records and assist with faculty appointments.

Skills

Knowledge of university policies

Mastery of English grammar

Proficiency in office software

Analytical skills

Interpersonal skills

Education

High School diploma or equivalent

Tools

PeopleSoft

Job description

Job Summary:

Under general direction, the Administrative Support Coordinator (ASC) works closely with the department chair on budgeting, class scheduling, program admissions, and provides lead work direction, training, and guidance to the administrative support staff.

Duties and responsibilities:

Office Support & Coordination/Administrative Support

• Coordinate and maintain the daily operations of the Department of Mathematics office independently, ensuring smooth workflow and timely completion of university, college, and department deadlines.
• Provide excellent customer service to students, faculty, and other campus departments by applying comprehensive knowledge of departmental and university policies, procedures, and practices.
• Answer phone calls and walk-in inquiries professionally, using judgment and discretion to troubleshoot office administration problems.
• Provide information to students regarding procedures such as change of grade forms, overload, class drop/add forms, etc.
• Schedule and coordinate meetings and events for the Department Chair; prepare routine correspondence; attend meetings and record minutes accurately.
• Maintain office inventory, procure supplies, and prepare disbursement documentation; submit printing and duplication requests.
• Act as liaison with suppliers and vendors; coordinate purchases and process related forms for approvals and signatures.
• Initiate work orders and requests for repairs and maintenance to support a safe work environment.

Academic Support

• Maintain records of faculty offices, office hours, and class schedules; assist in preparing course schedules; update course offerings in PeopleSoft.
• Monitor faculty workload and report additional assignments; assist with faculty recruitments and documentation.
• Prepare appointment letters; assist with travel requests and expense reports; serve as timekeeper for faculty absences.
• Maintain faculty meeting minutes; monitor and analyze department budgets; submit expense transfer requests and budget adjustments.
• Reconcile corporate card purchases; create reports and provide budget recommendations; submit reports to College of Natural Science.
• Monitor faculty professional development funds and expenses.

Lead Support:

• Provide lead work direction and training to the administrative support staff.

Perform other duties as assigned.

Minimum Qualifications:

• High School diploma or equivalent.
• Five years of progressively responsible office experience or equivalent.

Required Qualifications:

• Knowledge of university policies and procedures.
• Mastery of English grammar, punctuation, and spelling.
• Proficiency in office software and systems.
• Ability to interpret policies, troubleshoot problems, and exercise judgment.
• Ability to analyze data, perform business math, and develop reports.
• Effective interpersonal, negotiation, and persuasion skills.

Preferred Qualifications:

• Knowledge of PeopleSoft or similar enterprise applications.
• Experience in higher education and administrative support.

Compensation and Benefits:

Hiring range: $4,058 - $4,500/month. Salary range: $4,058 - $6,653/month. Benefits include health plans, CalPERS, paid time off, holidays, and educational fee waiver. More info here.

Position Details:

Full-time, non-exempt, probationary.

Academic schedule: Mon-Fri 8:00 am – 5:00 pm; some evenings/weekends.

Summer schedule: Mon-Thu 7:00 am – 5:30 pm; some evenings/weekends.

Application deadline: July 10, 2025.

Note: Out-of-state employment prohibited; CSU does not sponsor H1-B visas.

Conditions of Employment:

• Background check required.
• Mandated reporter under California law.
• Designated as a Campus Security Authority under federal law.
• Must verify employment eligibility upon hire (Form I-9).

Commitment to Diversity:

CSUSB values diversity and inclusion, welcoming applicants from all backgrounds. We are an Affirmative Action/EOE employer. Policies against discrimination and harassment are enforced. Completion of Sexual Violence Prevention Training required within 6 months of employment.

Closing Statements:

We provide reasonable accommodations for applicants and employees with disabilities. Contact [e-mail] for assistance.

CSUSB is smoke and tobacco-free. See policy here.

Security and crime reporting info available at https://www.csusb.edu/clery-act.