Administrative Support Coordinator (Admin Support Coord 12 Mo), ITS - Technology Support Center

Job Summary:

Provide a full range of routine clerical and administrative support functions to support the departments under the purview of the Deputy Chief Information Officer (CIO), including Technology Support Center (TSC), Accessibility and Training Services (ATS), and Multimedia and Immersive Technologies (MIT).

Duties and responsibilities:

Direct Administrative Support

• Provide routine clerical and administrative support for Technology Support Center (TSC), Accessibility and Training Services (ATS), and Multimedia and Immersive Technologies (MIT). Responsibilities include, but are not limited to, maintaining the Directors/MPP calendars, coordinating meetings, sending out meeting notes, and recording meeting minutes as needed.
• Ability to handle multiple works unit priorities and projects.
• Prepare, organize, and maintain routine correspondence, mailings, and filing systems. Coordinate and book conference rooms for meetings and tracking availability.
• Under general supervision, support Directors/MPPs with the hiring process, including scheduling hiring committee meetings, assisting with tasks on PageUp (CSU Recruit), arranging interviews, and preparing interview packets.

Purchasing Coordination

• Perform standard business math to track financial data and apply working knowledge of budget policies to make simple projections.
• Process department reimbursements and prepare, maintain, and submit purchase orders. Maintain the department Procurement Card and order supplies for Information Technology Services (ITS). Maintain office inventory for the Technology Support Center (TSC), Accessibility and Training Services (ATS), and Multimedia and Immersive Technologies (MIT).
• Create requisitions via the financial system, submit expense reports, hospitality reports, direct expenditures and assist with invoices related to TSC/ATS/MIT.

Department Coordination

• Provide varied and complex administrative support to the departments of TSC, ATS, and MIT. Arrange and coordinate travel schedules and reservations; prepare and maintain confidential intra/inter office documentations, and perform other clerical duties as assigned.
• Serve as the TSC/ATS/MIT staff timekeeper which includes processing hiring forms, payroll certification, processing timesheets, and working with Absence Management system.
• Provide lead work direction to TSC/ ATS/ MIT office student assistants. Maintain hiring forms, payroll, and creation of timesheets.
• Maintain and update the Timeclock database for student assistants. Monitor and review student hours on a weekly basis.

ITS Support

• Provide backup support to Technology Operations and the Office of the CIO as needed.
• Assist in coordinating major division-wide events and meetings, including organizing special events, arranging quarterly departmental meetings (room reservations and food service requests), preparing and distributing event announcements, and updating and maintaining guest lists.
• Coordinate the hiring process for student assistants in ITS, including posting job openings, processing applications, and collaborating with hiring departments and Student Employment to ensure a smooth and efficient process.
• Provide administrative support for TSC/ATS/MIT, including answering and routing calls.
• Assist in the creation and updates for ITS marketing materials.

Other Duties

• Perform other classification related duties as assigned.

Minimum Qualifications:

• High School diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications:

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Preferred Qualifications:

• Bachelor’s Degree preferred
• 1 year or more of providing clerical support
• Great customer service skills
• Ability to work closely with other teams both within ITS and other departments at the university.
• Clear, positive, solution-oriented communication skills to translate user needs into effective technical solutions.
• Ability to diagnose and resolve unique, nonrecurring problems associated with applications, operating systems, determine the source of the problems and classify their level, priority, and nature.
• Analyze and make recommendations for hardware and software standardization.

Compensation and Benefits:

Anticipated Hiring Range: $ 3,864 per month

Classification Hiring Range : $3,864.00 - $6,072.00

Work Schedule: Academic Year: 8am - 5pm, Monday - Friday

Summer: 7am - 5:30pm, Monday - Thursday

The salary offered will take into account internal equity and experience among other factors.

Application Deadline : February 10, 2025

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

This position classification has been defined as non-exempt and is subjected to overtime provisions of the Fair Labor Standards Act (FLSA).

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.

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

The work may require the ability to work overtime, weekends, and holidays; rotating night, evening, and day shifts; non-standard (8, 10 and 12-hour) shifts and flexible, non-standard workweeks per departmental staffing rules.

Advertised: Jan 27 2025 Pacific Standard Time
Applications close: Feb 10 2025 Pacific Standard Time

Closing Date/Time: 2025-02-10

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• California State University, San Bernardino (CSUSB)

• (909) 537-4388

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