Job Summary:

The Administrative Support Coordinator provides essential administrative and clerical support to the Office of Advancement Services and Operations under the direction of the Associate Vice President. This position helps maintain the smooth functioning of daily office operations by supporting scheduling, organizing meetings, maintaining records, processing standard financial paperwork, and assisting with basic payroll tasks. The coordinator plays a key role in supporting Advancement’s broader goals by handling routine office needs and assisting with events and communications to ensure the office remains organized, responsive, and effective. This position is critical to maintaining continuity and consistency in office procedures and provides valuable support to staff across the unit.

Duties and responsibilities

General Administrative Support for Advancement Services

Provide a full range of clerical and general administrative support to assist with the day-to-day operations of the Office of Advancement Services and Operations within University Advancement by handling multiple work unit priorities and offering creative solutions when appropriate. Responsibilities include, but are not limited to, scheduling and confirming meetings, mail distribution, filing, and organizing physical and digital records, and assisting in setting up meeting logistics such as room reservations, basic materials, and reminders. Support the Associate Vice President by helping maintain their calendar through coordinating availability with internal contacts, resolving scheduling conflicts, and preparing standard correspondence and forms for review and signature. Assist with general event preparation by organizing material, assisting with setup, and providing on-site help as directed to ensure events run smoothly. Maintain a clean and organized office suite stocked with necessary supplies, including monitoring shared spaces like the conference room are prepared for daily use. Assist with the preparation of timesheets and serve as backup for basic timekeeping functions to support accurate reporting. Under general supervision, assist coordinating travel arrangements and complete required travel documentation in accordance with campus procedures. Accountable for work results.

Administrative Processing and Office Coordination

Assist with routine office processes such as preparing standard forms for purchases, reimbursements, and basic requisitions in accordance with established policies and procedures. Track and file receipts, invoices, and records related to purchases or credit card use to accurately track financial data and make projections. Support the intake and routing of incoming mail and materials, ensuring timely delivery to the appropriate office. Assist in reviewing student and staff timesheets for completeness prior to submission and follow up with individuals to resolve missing or incorrect entries, as needed. Monitor supply inventory and responsible for ordering routine office or breakroom items to ensure necessary materials are available for daily operations. Provide general office coverage, lead work direction, and training to other staff members when needed.

Support for Meetings and Division-Wide Communications

Provide clerical assistance for division-wide meetings and internal projects that may require coordinating with individuals at all levels within the organization. Responsibilities include, but are not limited to, assisting with the collection of information such as RSVPs and basic event materials; supporting the preparation of standard meeting documents, including sign-in sheets, printed agendas, or note taking when requested; assisting with the distribution of reminders and updates to staff under direction; and helping maintain contact lists and distribute division communications prepared by others.

Support for Philanthropic Foundation Activities

Assist with routine administrative tasks to support meetings and activities related to the Philanthropic Foundation. Assist with calendar holds, preparing name tags or printed items, and setting up or cleaning up spaces for meetings. Provide support to senior staff by maintaining simple attendance records or distributing meeting notices as directed. Under general direction, assist with uploading or organizing public-facing materials such as meeting agendas or minutes.


Other classification related duties as assigned

Perform other general office duties and assist with special projects or support requests as assigned by the supervisor.

Minimum Qualifications:

• High school diploma or its equivalent
• 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:

• 2 years relevant experience working in higher education or related field or office.
• Demonstrated expertise in scheduling complex calendars.
• Ability to anticipate essential materials necessary for meetings and travel arrangements.
• Active problem-solving skills, along with effective and sensitive interpersonal skills.
• Ability to apply reasoning and judgment and to develop practical, thorough, and creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature.
• Ability to work professionally, collaboratively, and collegially with a diverse group of people, clients, and co-workers.
  
  

Compensation and Benefits:

Anticipated Hiring Range: $3,864 - $4,167 per month

Classification Salary Range: $3,864 - $6,072 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 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 position is a "designated position" in the California State University's Conflict of Interest Code. The scope of responsibilities for this position includes making or participating in decisions that may have a material financial benefit to the incumbent. Therefore, the individual holding this position is required to file an initial Conflict of Interest: Statement of Economic Interests ("Form 700") within thirty (30 days) from the date of hire and on an annual basis. In addition, the individual holding this position must complete the required conflict of interest training within thirty (30) days of their appointment and at least once during each consecutive period of two calendar years following the appointment, subject to the Fair Political Practices Commission regulations.

 

The application deadline is: June 13, 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.

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 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