Academic/Faculty Affairs, Administrative/Support, Other Staff/Administrative, Staff/Administrative
Status: Full-time, Probationary, "non-exempt" position (with the possibility of the full-time positions converting to permanent)
Work Schedule: Monday-Friday 8 a.m. – 5 p.m.
Deadline: This posting will close on Friday, January 4, 2019.
* Current employees will be given preferred consideration
Under the general supervision of the Executive Assistant to the Provost and Vice President for Academic Affairs, the Administrative Support Coordinator II will serve as the assistant to the Provost and Vice President and Executive Assistant in support of office operations. The incumbent will serve as a lead department contact and respond to all inquiries in a timely manner and demonstrating excellent customer service at all times. The incumbent will be responsible for coordinating, prioritizing and monitoring various projects and priorities to completion. The incumbent will be involved in addressing a wide range of subjects which requires the ability to interpret and apply complex policies and procedures.
Under general supervision of the Executive Assistant to the Provost:
Serve as the front office coordinator, overseeing all front office operations for the Office of Academic Affairs.
Prepare the Provost for daily meetings and events by collecting and preparing all necessary meeting materials.
Maintain the Provost's complex calendar to ensure the calendar is accurate and up to date as possible. Assist with scheduling meeting requests.
Coordinate the Provost's travel arrangements and process complex travel expense claims.
Serve as the Academic Affairs' Time Keeper for both student payroll and regular payroll.
Provide lead work direction to Academic Affairs' student assistants. This includes the following: oversee the student assistant recruitment plan in line with the Office of Student Employment's policies and procedures. Manage student assistant work schedules to ensure sufficient front office coverage, provide training and development and assign daily tasks.
Serve as the front office backup, when office coverage is needed.
This position interacts with faculty, staff, students and high level administrators on a regular basis. Maintain outstanding customer service skills.
Learn, interpret and apply a variety of complex policies and procedures.
Serve as the front line office staff to handle highly sensitive student issues. Identify and gather information on the sensitive issues. Know when to refer issues to appropriate individual/department (for example, Department Chair, Dean, Deputy Provost, etc.). Appropriately document sensitive issues in writing. In consultation with the Executive assistant, formulate solutions and recommendations based on the understanding of the university's policies and procedures and know when to apply the policy/procedure during the appropriate situation.
Coordinate with Academic Budget and Planning that appropriate chartfield strings are used on documents requiring the Provost's approval from other academic affairs units.
Serve as the procurement card holder for Academic Affairs and Academic Resources. Maintain the office supply inventory and place office supply orders as necessary. Process all reimbursements, requisitions, purchase orders, travel, etc. for Academic Affairs and maintain accurate records of items processed.
Maintain reservation schedules for both of the Provost's conference rooms.
Develop, write, edit and post to social media to highlight faculty, promote faculty events and special events organized by the Office of Academic Affairs.
Maintain, update and create the content of Office of Academic Affairs' digital display.
Maintain the upload content, photos, and update the Division of Academic Affairs' websites.
Maintain the annual THANK A PROFESSOR campaign, from collection to distribution.
Maintain each of the University's Faculty Award processes: Outstanding Professor, Golden Apple, Outstanding Lecturer and Outstanding Service Awards.
Assist with maintaining and archiving a detailed filing system. Assist with determining what items can be filed/archived electronically.
Assist with events hosted by the Office of Academic Affairs designed to engage faculty.
During the absence of the Executive Assistant, serve as the primary contact for daily meeting preparation, respond to meeting requests, schedule meetings, monitor timelines/deadlines, prepare correspondence, attend meetings as necessary to take minutes, demonstrate initiative to follow up on action items and other projects as assigned.
Applicants must possess the equivalent of 5 years of experience in general official. The three years' experience working in an executive administrative support role prefferred.
Applicants must have experience using standard office programs such as MS Word, Excel, Outlook, Powerpoint.
Applicants must have a strong foundation in English grammar, spelling and punctuation along with a working knowledge of office methods, procedures and practices.
Applicants must have a strong background in planning, organizing and supervising the work of others.
Applicants must dependable and have strong organizational skills and be very detailed oriented.
Applicants must be able to take initiative and be flexible in an unpredictable, fast-paced office environment.
Applicants must have the ability to maintain confidentiality at all times.
Applicant must have the ability to work cooperatively and collaboratively with a diverse group of individuals.
Applicants must have the ability to independently learn, interpret and apply a variety of academic and university policies and procedures.
Applicants must have the ability to handle multiple tasks simultaneously, determine the importance and priority of each task, establish deadlines and monitor tasks through completion.
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.