Administrative Support Coordinator (Administrative Support Coordinator ll) Risk Management

California State University-San Bernardino; San Bernardino (CA); On-site; USD 50,000 - 75,000; Full time

Job summary

California State University-San Bernardino seeks an Administrative Coordinator to provide comprehensive support for Risk Management and Environmental Health & Safety programs. The role handles calendar management, correspondence, records, reporting, and front-line customer service for faculty, staff, students, and external partners.

The position emphasizes independent operation of department workflows, compliance tracking, and coordination across multiple office systems, with a focus on timely,

Qualifications

• High School diploma and 5 years of progressive clerical/secretarial experience.
• Strong knowledge of university policies and English grammar.
• Proficiency with office software packages, technology, and systems.
• Ability to interpret and apply policies independently with discretion.
• Budget tracking and basic math skills.

Responsibilities

• Coordinate administrative and operational support for executive leadership and department operations.
• Review requests and respond on behalf of leadership by applying procedures and policies.
• Prepare routine budget tracking and reconcile records with Finance and AP.
• Operate and maintain departments’ business systems (PeopleSoft, SharePoint, Smartsheet, MS 365).
• Organize day-to-day workflow and ensure timely completion of tasks.

Skills

Administrative coordination

Customer service

Communication

Budget awareness

Record keeping

Education

High School diploma or equivalent

Tools

PeopleSoft

Adobe Sign

SharePoint

Smartsheet

Microsoft 365

Job description

Job Summary

The position supports a safe work and learning environment that promotes faculty, staff, and student success by providing administrative and operational coordination for Risk Management and Environmental Health & Safety programs. The incumbent independently coordinates department operations, compliance tracking, records maintenance, reporting functions, customer service, committee support, and assigned projects while serving as a primary administrative resource for faculty, staff, students, campus partners, and external stakeholders.

Job Summary

The position supports a safe work and learning environment that promotes faculty, staff, and student success by providing administrative and operational coordination for Risk Management and Environmental Health & Safety programs. The incumbent independently coordinates department operations, compliance tracking, records maintenance, reporting functions, customer service, committee support, and assigned projects while serving as a primary administrative resource for faculty, staff, students, campus partners, and external stakeholders.

Responsibilities

Administrative Support and Operational Coordination

• Coordinate administrative and operational support for the Executive Director of Risk Management and the Director of Environmental Health & Safety by managing calendars, scheduling meetings, coordinating appointments, tracking requests, preparing routine correspondence, supporting assigned administrative projects, and following up on pending items to ensure timely department operations.
• Receive, review, route, and respond to in-person, written, telephone, fax, and digital requests on behalf of Risk Management and EH&S leadership by applying established procedures, interpreting routine campus and CSU policies, identifying trends or recurring issues, and elevating sensitive or complex matters for leadership review.
• Prepare and maintain routine budget tracking and reconciliation reports by reviewing and analyzing PeopleSoft and procurement records, monitoring expenditures, encumbrances, invoices, and payments, identifying discrepancies, summarizing routine fiscal trends, and coordinating follow-up with Finance, Procurement, and Accounts Payable to support accurate department records, timely resolution of routine fiscal issues, and management review of budget activity.
• Operate and maintain departmental business and office systems, including PeopleSoft, Adobe Sign, SharePoint, Smartsheet, Microsoft 365 applications, financial tracking tools, and electronic records management systems, to support department operations, workflow tracking, records accessibility, and administrative reporting.
• Independently organize day-to-day administrative workflow under general supervision by setting priorities, tracking deliverables, coordinating with stakeholders, adapting to changing deadlines, and ensuring assigned work is completed accurately and on time.

Process and Workflow Support

• Review administrative workflows, records, and procedures to identify routine process gaps, duplication, or service delays; recommend practical improvements; and assist with implementation of approved changes to support efficient and consistent department operations.
• Develop and maintain SharePoint, Smartsheet, OneShare, and similar workflow or records systems by creating trackers, organizing documents, updating information, generating status reports, and supporting digital access to department records and work processes.
• Create and maintain the office procedure manual by drafting and updating procedures, coordinating review with department staff, and ensuring information remains accurate, current, and consistently applied.
• Collaborate with department staff to support planning, coordination, and improvement of administrative work within the unit.

Records, Data Tracking, and Reporting

• Maintain accurate and organized records related to department functions, committees, training, hazardous waste, medical waste, invoices, reports, and other Risk Management and EH&S activities by using established filing structures, retention practices, and electronic records systems.
• Review department records and data for completeness by identifying missing or incomplete documentation, requesting updates from appropriate staff, maintaining check‑out or tracking procedures, and supporting timely access to required information.
• Compile and maintain department KPI and program metric reports by gathering information from established data sources, updating tracking tools, identifying missing information or areas below established standards, and preparing draft communications for management review.
• Track operational calendars, time records, office movement, materials, and related administrative information to support planning, accountability, reporting, and efficient use of campus resources.

Customer Service and Front Office Support

• Serve as a front‑line contact for Risk Management and EH&S by greeting customers and visitors, responding to general inquiries with tact and sound judgment, gathering relevant information, and directing individuals to the appropriate staff, program area, or campus resource.
• Maintain familiarity with department program areas, including fire and life safety, occupational health, laboratory safety, workers' compensation, legal, compliance, youth protection, insurance, and compliance training, to support accurate referrals and responsive customer service.
• Communicate clearly and professionally, both verbally and in writing, while exercising discretion with sensitive information and fostering respectful working relationships with individuals at all levels of the organization.
• May need to drive campus golf cart or departmental vehicle as needed by the dept management

Customer Engagement and Support

• Coordinate departmental training registrations, communications, visits, meetings, and events by preparing materials, tracking participation, arranging visitor logistics, and coordinating parking permits when needed.
• Provide administrative support for department committee meetings by scheduling meetings, preparing materials, taking minutes, documenting decisions, tracking follow‑up actions, and maintaining committee records.
• Perform other classification related duties assigned that are consistent with administrative coordination, records support, customer service, workflow tracking, and operational support for Risk Management and EH&S.

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

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

• Practical experience in, or functional knowledge of Environmental Health and Safety and Risk Management.
• Familiar with the CSU and/or campus procedures.
• Event planning experience.
• Familiarity with social media presence, and ability to design digital media assets.
• Multi‑lingual preferred.
• Knowledge of standard office procedures, practices, and equipment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), navigating dashboards with an ability to learn new software easily.
• Strong written and verbal communication skills for professional correspondence and reports.
• Effective interpersonal skills for interacting with faculty, staff, students, and external parties.
• Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Ability to support multiple administrators with office management, including calendaring, and calls.
• Independent judgment and discretion in solving routine problems or interpreting policies.
• Professional customer service skills with a focus on stakeholder satisfaction.
• Ability to handle sensitive materials with confidentiality and discretion.
• Competence in basic arithmetic for tracking budgets or comparing data.
• Experience coordinating meetings, events, or program‑related activities, including note‑taking.
• Flexibility to work independently or collaboratively in a dynamic environment.

License/Certification