Administrative Support Coordinator

3 weeks ago

San Bernardino, United States California State University, San Bernardino Full time

**Administrative Support Coordinator (Administrative Support Coordinator II), Faculty Center of Excellence**
**California State University, San Bernardino**

**Job No**: 539539

**Work type**: Staff

**Categories**: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)**Job Summary**:
Work is performed independently and under the general direction of the Associate Vice President, serve as the Administrative Support Coordinator for the Faculty Center for Excellence and its constituent units, including the Teaching Resource Center, the Faculty Mentoring Program, Academic Technologies and Instructional Design, the Extended Reality for Learning [xREAL] Lab, the Affordable Learning Solutions Program, the High-Performance Computing Program. Primary responsibilities include providing administrative and analytic support for the Faculty Center for Excellence (FCE) and its constituent units by coordinating, identifying, and delegating complex project needs including but not limited to: event coordination, fielding inquiries, timekeeping for staff, budget management, and coordination of administrative support services for the office.

**Duties / Responsibilities**:
Under the general supervision, independently perform day-to-day administrative operations, including but not limited to procurement and travel arrangements. Assist to the hiring process and provide lead work direction to student assistants.

Analyze operational and procedural problems and assist in development, provide recommendations, and evaluate proposed solutions.

The incumbent will perform business math, analyze budgetary data, and make accurate projections. This includes prepare faculty stipend and professional development funds documentation; enter pre-approval of faculty additional pay and release of faculty additional pay in PeopleSoft CS; prepare and process faculty, staff, and administrators travel claims in Concur; purchase office supplies and equipment online; compose and review department-related correspondence; and coordinate budget expenditures with Academic Affairs Administrative/Analyst Specialist.

Project Coordination:
Schedule and perform large scale, complex FCE-related events, faculty programs, workshops, grants, and committee activities with visible impact, ensuring seamless coordination and successful outcomes. Serve as the primary contact and scheduler for programming and events organizing at the FCE. Plan and facilitate events and activities that involve coordination with various academic offices such as the offices of the Provost and Vice President for Academic Affairs, the Vice Provost for Academic Affairs, the Associate Provost for Faculty Affairs and Development, the Associate Provost for Research and other campus and CSU leadership.

Financial:
Initiate payment of faculty stipends and professional development funding by preparing required forms, and complete processing at all levels of approval to facilitate timely payment.

Other Duties:
Perform other classification related duties as assigned and provide back-up office support to the Associate Provost and the Office of Faculty Affairs and Development as needed.

**Minimum Qualifications: Required Education and Experience**
- A high school diploma or its equivalent.
- Five years of 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 troubleshoot most office administration problems and respond to all inquiries and requests related to the 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 degree and/or equivalent training.
- Experience working in higher education.
- Experience interfacing with faculty and the ability to do so in a courteous, respectful, efficient manner
- Experience with processing faculty pay and professional development funds awarded for faculty participation in professional development programs.
- Experience managing and maintaining the calendar of an MPP at the executive director or AVP level.
- Experience with coor

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