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California State University, San Bernardino

Program Support Coordinator (Administrative Support Coordinator II), COE Dean's Office

Position Number: 4318743
Location: San Bernardino, CA
Position Type: Secretary and Administrative Assistants

Program Support Coordinator (Administrative Support Coordinator II), COE Dean's Office
California State University, San Bernardino

Job No: 529167
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time Job Summary:

This is an 'On-Campus Only' Recruitment. Qualified applicants must be current employees of CSUSB.

Under the general direction of the Program Directors while reporting to the Dean of the College of Education, the Program Support Coordinator (ASC II) will provide administrative support to the faculty and students in the Doctoral Studies program office.

Major duties and responsibilities:

Department and Student Support

The ability to interact and work cooperatively with all University and COE administrators, department chairs, directors, faculty, staff, students and visitors is required. Position includes multiple projects and priorities. Incumbent must maintain thorough, detailed knowledge of university policies and procedures. The ability to research, analyze and evaluate information to solve operational, procedural and administrative problems is required. The incumbent will work independently under general direction of Program Directors. Must have the ability to coordinate, prioritize and monitor projects through their completion with accountability for end results while establishing priorities to meet deadlines. Incumbent must also maintain a thorough knowledge of the doctoral program. Must effectively work in and maintain knowledge of EMS, CLSS, PeopleSoft CS, HR, CFS, Data Warehouse, Concur, Absence Management, Adobe Sign, Microsoft Office Suite, Qualtrics, Google docs, One Drive and other systems or platforms as needed.
Responsible for the overall administrative operation of the Doctoral Studies program office while working independently under the general direction of the Program Directors. Coordinate all aspects of the student admission process for the doctoral program. Maintain student files, prepare file review process, and schedule applicant interviews. Build and staff course offerings for specific to the doctoral program with directive from the Program Directors. Permit and register students in PeopleSoft, as needed. Coordinate SOTE process including flagging. Process faculty and student travel and mileage (pre-approve travel requests, travel advances and expense reports via Concur). Coordinate with the program SSP for budget information in preparation of purchase requisitions and supply orders from Staples and Campus Stores as well as a variety of forms and/or processes including, but not limited to: Hospitality, Independent Contractor, Check Disbursement, Direct Expenditure and Parking. Generate key requests as well as work order requests, tracking and following through to completion of jobs. Possess working knowledge of university policies and procedures related to student paperwork for petitions, waivers, independent study, course substitutions, change of grade, discount of a grade, petition to add/drop, leave of absence, and grievances. Maintain student and faculty list serves. Collect syllabi for all classes each term. Submit copies of syllabi to the college office archives office. Assist faculty with the coordination of technology need by working with the college ITC as needed. Assist faculty with textbook orders for each term. Assist with the preparation and maintaining necessary documents related to WASC. Coordinate any documents or processes related to requests and/or policies from the Chancellor's Office. Coordinate the set-up of and attend all program committee and subcommittee meetings and take meeting minutes as needed. Attend College of Education faculty and staff meetings.

Budget and Finance

Work with the program SSP to maintain and manage the program budget. Maintain a working knowledge of budget policies and procedures and have the ability to perform business math, analyze budgetary data and make projections requiring some inference. Maintain a detailed spreadsheet to track funds allocated for faculty and student travel, Supplies and Services, Printing, Phones and Postage as well as Faculty Awards and Grants. Perform budget transfers, transfer of expenses and reconcile accounts on a monthly basis. Work with the College Analyst to review term course schedules and assist with the completion of the transfer of expense process related to faculty salaries and benefits to be covered by the program budget. Maintain detailed documentation and provide updates to the Program Directors. Maintain an active procurement card and submit monthly statements to the Procurement office as needed.

Personnel

Responsible for maintaining and updating faculty squares for full-time and part-time faculty with direction from the Program Directors. Collect and maintain data for completion of part time faculty appointment worksheet and maintain part time faculty files. Collect and maintain data for faculty entitlement and eligibility. Accurately prepare part-time faculty appointment worksheets each term for submission to the COE Dean's office. Facilitate the part time faculty contract signatures via Adobe Sign. Maintain lists of classroom visitations and part-time faculty evaluations with direction from the Program Directors. Collect and submit classroom visitation reports to the dean's office. Point of contact to work with the college AAS on all faculty leaves, sabbaticals and FERP's pertaining to faculty housed in the program. Responsible for reporting Doctoral Studies faculty leave in Absence Management. Maintain a detailed spreadsheet of banked s-factor units related to dissertation committee work for program faculty. Maintain knowledge regarding policies and procedures for faculty to accrue and utilize banked units towards workload. Assist faculty in completing the paperwork associated with utilizing the banked units or obtaining access to professional development funds. Maintain a spreadsheet to track professional development funds and assure funds are utilized according to policy.

Events

Act as the point of contact for commencement for the doctoral program students. Provide an accurate list of graduates to the dean's office in preparation for commencement each term. Act as a member of the college commencement committee to assure the doctoral program candidates have a successful ceremony. Coordinate all doctoral program commencement related events along with the program SSP. Work with the program SSP to coordinate all doctoral related events. Provide staff support during engagements outside of regular office hours which may be on nights or weekends including commencement, receptions, homecoming events and various other program or college functions or events.

Other duties will be assigned as appropriate for classification to assure proper administrative support of the program office.

Minimum Qualifications: Required Education and Experience

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.
Reading and comprehending, writing, communicating verbally, reasoning and analyzing

Compensation and Benefits:

Anticipated Hiring Range: $3,681 - $5,136 Per Month

Classification Salary Range: $3,681 - $6,034 Per Month

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 14 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:

Work status: Full-time/Non-Exempt/Probationary

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 is an 'On-Campus Only' Recruitment. Qualified applicants must be current employees of CSUSB.

The application deadline is: July 12, 2023

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.

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.

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 Nora Jean Fernandez, ADA Manager at Nora.Fernandez@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

To view full description and to apply, visit: https://www.csusb.edu