Employment Status: Full-time, probationary "non-exempt" position (with the possibility of converting to permanent)
Work Schedule: Monday through Friday from 8:00 a.m. to 5:00 p.m.
First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning February 20, 2020.
Current employees will be given preferred consideration.
Position Summary: Positions in this classification are responsible for the full scope of project activities including initiation, execution, coordination, implementation, and evaluation. Incumbents may coordinate the office support for an entire academic, special program or administrative office, or for an administrative head to one of these offices. Incumbents are expected to use general office equipment and a full range of office support technology and systems including: one or more word processing and spreadsheet packages; use of a mainframe computer and on-line systems to enter data and generate reports; maintenance of desktop databases; and use of electronic and voice mail. Some positions may require the use of desktop publishing packages with graphics capabilities.
Under general supervision of the Facilities Administrative Support Manager, the Administrative Support Coordinator will perform the following duties:
Perform complex and responsible administrative support for and will serve as the administrative coordinator for warehouse operations.
Manage electronic and hardcopy documentation of materials received submits receiving documents to Administrative Services for proper handling and verification.
Primary point of contact for warehouse communications including sending and receiving emails, answering phones, etc.
Interface with both internal facilities planning and management customers as well as with members of the campus community.
Contact other university offices, suppliers, etc. and research issues briefing the FAS Manager and suggesting appropriate course of action.
Organize and maintain a complex system of files and records, both physical and electronic material, perform data entry, duplicate materials, distribute office documents, and collect requested data and materials as needed, route and track requests for signature.
Develop, implement, and maintain office systems and procedures, such as inventory management and hard and electronic filing systems, using technology to bring high efficiency and organization to warehouse operations.
Foster and maintain excellent working relationships with all levels of the university and community, including other campus officials, Chancellor's Office personnel, government officials at local, state, and federal levels, as well as the President's Office, departmental divisions and colleges, Directors, and Deans.
Perform high-level administrative support functions for the departments, its managers, and professional staff.
Provide support as needed to departmental projects, reports, crisis intervention, and customer service in a high-volume interaction office with unpredictable service request, and perform other related duties as assigned.
Will be working in a warehouse environment.
Other duties as assigned.
Education and Experience:
High School Diploma or equivalent and equivalent to three (3) years of experience in general office administrative and clerical work.
Knowledge, Skills, and Abilities:
Must have experience using standard office software programs such as MS Word, Excel, Access, and email programs.
Must have a sound foundation in English grammar, spelling, and punctuation, along with a working knowledge of office methods, procedures, and practices.
Ability to use word processing and spreadsheet programs is required.
Must have the ability to create and maintain spreadsheets and databases.
Must have the ability to coordinate and prioritize many different clerical tasks while adhering to project and budget guidelines, along with the ability to accurately maintain records and files.
Must have strong organizational skills, be very detail-oriented.
Ability to follow directions, take initiative, be flexible, have the ability to multi-task and independently make decisions on a day-to-day basis.
Must have demonstrated the ability to maintain a high degree of confidentiality.
Ability to draft and compose correspondence and standard reports is required.
Ability to handle effectively a broad range of interpersonal contacts, including those at a higher level and those of a sensitive nature.
Ability to work cooperatively with a diverse group of individuals.
Must have the ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
Must have the ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
Must have the ability to learn, independently interpret, and apply a variety of academic and organizational policies and procedures.
Must have the ability to coordinate many different tasks, determine the relative importance of each, set deadlines, and complete projects accordingly.
Must possess the 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.
Experience working in a warehouse is preferred.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
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.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
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)
Closing Date/Time: Open until filled
San Bernardino, California