Administrative Support Coordinator (Administrative Support Coordinator II), College of Extended & Global Education - International Extension Programs (IEP) - Temporary

Job Summary:

This position coordinates entire clerical and administrative support for program activities, including but not limited to initiation, execution, coordination, implementation, and evaluation, for the International Extension Programs (IEP), including English Language Program (ELP), Academic Pathway Program (APP), Study in the USA (SUSA), Self-support Academic Degree Programs, Self-support Post-Graduate Certificate Programs, and other customized short-term programs. Produce statistical data analysis for student enrollment reports and various reports.

Duties and responsibilities

• Utilizes detailed knowledge of the University’s infrastructure, policies, and procedures to process and respond to emails in the International Extension Programs (IEP) inboxes regarding the conditional admission process, enrollment process, application process, and other student inquiries. Maintains continual contact to ensure students receive their student visas in order to attend the International Extension Programs (IEP) in the United States (U.S.). The Administrative Support Coordinator (ASC) will provide complex administrative support from pre-admission to post-admission by guiding students and their agents/partners regarding IEP programs, eligibility for various IEP programs, the conditional admission process, and the requirements for admission into IEP programs.
  
  
• Ability to handle a broad range of operational and procedural office and administrative tasks. Responsibilities include, but are not limited to, processing international applications and payments via PayPal, Flywire, or credit card; preparing student materials, such as document checklists and IDs; reviewing student document submissions and assessing their validity (e.g., passports, financial statements, English proficiency test scores, and English composition transcripts); generating acceptance letters; ensuring compliance with immigration guidelines; and assisting with holds related to health insurance, documents, and financial scholarship guarantees in PeopleSoft.
  
  
• Verifies students' customer accounts in PeopleSoft to determine if health insurance has been paid and whether there are holds on their student accounts. Contacts students if there are outstanding balances, if they have not yet enrolled into health insurance, and if holds need to be removed.
  
  
• Coordinates the tracking of students' statuses and programs in PeopleSoft. Initiates the quarterly post-census process to track students’ status, including whether students returned to their home country, enrolled in an IEP program, matriculated to the university, or did not enroll at CSUSB. Effectively generate and present statistical reports on IEP programs, student demographics, partnership and agent referrals, CSUSB degree matriculation, transfers to other U.S. universities, current vacation terms, and non-admissions. Exports results into MS Excel spreadsheets to analyze data for the application report (biweekly after open enrollment) and various reports (e.g., IEP Enrollment Reports, Institute of International Education (IIE) Reports, and IEP Annual Reports) as requested by the Associate Dean and colleagues.
  
  
• Coordinates with partnering agents regarding students' records in PeopleSoft for tracking and invoices. Coordinates and monitors conditional admissions of students between IEP and International Admissions Office, using PeopleSoft notifications to streamline communications with the students who wish to take the English Language Program (ELP) and be admitted to a university degree program.
  
  
• Generates a report to campus partners that includes the table of quarterly campus fees, along with the list of enrolled students, to allow students to access the gym, library, and other facilities on campus.
  
  
• Utilizes office support technology and systems to generate student lists through queries of applicants, current, and returning students. Creates enrollment templates to enable the marketing department to email students with enrollment information and late fee deadlines.
  
  
• Serves as the International Admissions Office liaison to assist students with conditional admission processes and provide guidance to partnering agents applying for conditional admission to a degree program.
  
  
• Handles multiple work unit projects and priorities, such as collaborating with IEP colleagues to optimize processes and support the program administrator pre- and post-student arrival. Coordinates and delivers IEP program orientations and conducts their evaluations.
  
  
• Assists with planning upcoming enrollment and late fee dates for the English Language Program, Academic Pathway Program, and Study in the USA for CSUSB Web Services to update accordingly.
  
  
• Creates Course Preparation Forms (CPFs) for IEP program courses, including Special Sessions courses, to ensure classes are built in PeopleSoft. Generates instructor contracts and payroll processing forms for IEP programs.
  
  
• Performs complex clerical and administrative work including but not limited to serving as the Designated School Official (DSO) for IEP in Student and Exchange Visitor Information System (SEVIS), issuing I-20s for IEP students, and maintaining SEVIS immigration records, process transfers, travel signatures, and changes of status. Implements new internal and inter-departmental processes such as SEVIS Transfer Tracking and IEP Online Student Requests.
  
  
• Maintains files and records, performing audits on student files to verify issuance of immigration documents, receipt of requested documents, and status of conditional admission applications to a university degree program.
  
  
• Scans completed IEP application forms, payment receipts (application and tuition fees), class change/refund forms, etc., and organizes the scanned documents in student folders.
  
  
• Serves as the main contact and coordinator for IEP housing and on-campus housing. Assesses and arranges accommodations for various groups.
  
  
• Other classification related duties as assigned.
  
  

Minimum Qualifications:

• High School diploma or its equivalent
• 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.

Preferred Qualifications:

• Bachelor’s or Master’s degree is preferred.
• Expertise in Excel and basic enrollment data analysis are preferred.
• PeopleSoft Experience is preferred.
• Work experience as a Designated School Official (DSO) is preferred.
• Working knowledge of budget policies and procedures and ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference.
• Active problem-solving skills.
• Ability to work professionally, collaboratively, and collegially with a diverse group of people, clients, students, and co-workers.
  
  

Compensation and Benefits:

Anticipated Hiring Range: $4,150 - $4,400 per month

Classification Salary Range: $4,058 - $6,653 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:

Full-time Non-Exempt Temporary (up to one year with the possibility of further renewal)

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.

The application deadline is: January 30, 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

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.

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.

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 CSUSB Benefits at benefits@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

Advertised: Jan 16 2025 Pacific Standard Time
Applications close: Jan 30 2025 Pacific Standard Time

Closing Date/Time: 2025-01-30

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• California State University, San Bernardino (CSUSB)

• (909) 537-4388

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