Administrative Support Coordinator for Admissions and Student Recruitment (ASC II) / Enrollment Management - Admissions
California State University, San Bernardino
Location: San Bernardino, California
Internal Number: 3179106
Administrative Support Coordinator for Admissions and Student Recruitment (ASC II) / Enrollment Management - Admissions California State University, San Bernardino
Job No: 512520 Work type: Staff Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time
California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.
At CSUSB, you can:
Build your future
Work with the best
Be your authentic self
Focus on you
Make a lasting impact
Work for a purpose that is greater than your own
Bring everything you are, become everything you want
The Office of Admissions & Student Recruitment at CSUSB is responsible for facilitating the processing, review, and evaluation of all undergraduate applicants to the University for each open term. California State University, San Bernardino receives over 24,000 applications each year and supports applicants, high schools, school districts, and community colleges with the resources needed to successfully apply and transition to campus.
The incumbent serves as Budget Coordinator for Admissions and Student Recruitment office responsible for departmental budget reporting, tracking, and management. The incumbent is main Administrative Assistant to the Director of Admissions Operations, and provides coordination of all administrative tasks for the office to include timekeeping, purchase orders, scheduling, and support to student applicants and their families.
Responsibilities include but are not limited to:
Analyze data, make accurate projections, process budgetary paperwork (Hospitality Expenditures, Direct Expenditures, etc.) accurately and efficiently to ensure proper payment for vendors and reimbursements.
Responsible for all travel arrangements, assisting with changes during travel and process expense reports.
Work directly with the Enrollment Management Administrative Analyst/Specialist for budget reporting.
At as the primary contact for the purchasing, accounts payable, travel and general accounting office.
Assist the Director of Admissions Operations and Director of Outreach to schedule and support meetings including identifying locations and parking arrangements, serve as contact for other campus offices for scheduling of the Director(s) calendar(s).
Assist with daily inquiries regarding Admissions and Student Recruitment.
Maintain, track and order office supplies with the office and process duplicating requests.
Coordinate ordering for all admissions materials and oversee the process of sending paper admissions packets to newly admitted students, including coordination of Honors admission packets.
Assist Front Office Coordinator with processing the hiring documents for student assistants and work-study student assistants.
Assist with maintain student assistant files to ensure proper documentation and information is accessible and monitor work-study student hours.
Serve in customer service role by answering student and prospective phone calls and addressing concerns by both phone and email
Provide support for the variety of Admissions and Student Recruitment programs at both campuses. Tasks may include, contacting the program guests and attendees, managing a budget, catering orders, logistics (scheduling space reservations and AV needs), preparing check in items and hosting the check in tables, setting up and cleaning up.
Providing administrative support to the programs ranging from preparing purchase, conducting research and ensuring all necessary items are in place to ensure the programs success.
Occasional evening and weekend support may be required.
Act as the office timekeeper for Absence Management. This employee must be aware of the Payroll calendars and stay in communication with the Enrollment Management Administrative Analyst/Specialist when docks or employment changes for employees.
Reconcile employee leave balances (vacation, sick, holiday and compensated time off leaves).
Review and submit timesheet for students processing in a timely manner.
Assist the Director coordination when a new employee is hired.
Submit all purchasing documentation for Admissions/Outreach grant programs (Native American grant, etc.).
Assist the Director and designees as assigned at both campuses by recommending and drafting department-wide policies and procedures, reporting and projects.
Create and develop various spreadsheet, forms and proposal as need by the Director.
Perform other duties as assigned.
Employment Status: Full-time, Probationary, 'Non-Exempt' position (with the possibility of converting to permanent).
Application Review Deadline: This position will remain open until filled. Applications will be reviewed beginning June 10, 2022.
Monday through Friday, 8:00 a.m. to 5:00 p.m. Some evenings and weekend hours may be required.
Experience to be fully functional in all technical aspects of work assignments.
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Thorough knowledge of office systems and expertise in using office software packages, technology and systems. May function as the office information technology specialist.
Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
Ability to independently handle multiple work unit priorities and projects.
Ability to interpret and apply a wide variety of policies and procedures independently, and use judgment and discretion to act when precedents or specific guidelines 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 operations and procedural problems and develop, recommend, and evaluate proposed solutions.
Working knowledge of budget policies and procedures.
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.
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.
Bachelor's degree preferred.
Excellent communication skills. Experience working independently with ability to interpret and use policies and procedures to resolve issues that may be sensitive or confidential. Ability to respond to and professionally handle a high volume of walk-in, telephone and email inquiries on a daily basis. Excellent desktop and computer skills involving software including, but not limited to Microsoft Office Suite and familiarity with utilizing the internet to research and obtain information supporting assigned projects. Experience tracking expenditures and maintaining accurate information concerning account balances within program areas.
Experience using interactive database systems such as PeopleSoft, highly desirable.
Education and Experience
High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Anticipated Hiring Range: $3,440 per month
Classification Salary Range: $3,440 - $5,639 per month
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. In our commitment to diversity, 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. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs which further our understanding of individual and group diversity. We will also develop and communicate policies and promote values which discourage intolerance and discrimination.
The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.
Dimensions of diversity shall include, but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.
The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.
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)
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.