Administrative Support Coordinator II-Teacher Education & Foundations (ASC II)/College of Education California State University, San Bernardino
Employment Status: Full-time, Non-Exempt, Probationary position (with the possibility of converting to permanent).
Work Schedule:Monday - Friday from 8:00 a.m. to 4:30 p.m.
First Review Deadline:This position will remain open until filled. Applications will be reviewed beginning January 2, 2020.
Current employees will be given preferred consideration.
The incumbent will serve as the Administrative Support Coordinator II (ASC II) to the Department of Teacher Education and Foundations in the College of Education. Under direct supervision of the Department Chair, the incumbent will coordinate the daily operation of the Department of Teacher Education & Foundations.
Typical duties may include, but are not limited to the following:
Maintain a smooth-running office with minimal supervision in order to meet University, College, and Department deadlines and demands.
Provide excellent customer service to students, faculty, and other departments and colleges on campus, drawing on broad knowledge and interpretation of departmental and university policies, procedures and practices.
Answer phone calls and walk-in inquiries from faculty, staff, and students with professionalism and mutual respect.
Provide information to students about procedures on various matters, such as change of grade forms, overload, leave of absence, class drop and add forms, grievances, petitions, waivers, course substitutions, etc.
Assist students with course permits. Schedule and arrange detailed and complex meetings and events for the Department Chair; prepare routine correspondence; attend meetings and record meeting minutes as needed.
Maintain office inventory and purchase supplies (educational materials, office supplies, and equipment) using either a requisition or procurement card; complete disbursement paperwork for business activities and events; Submit department duplication or printing requests.
Act as a liaison between suppliers, vendors, and campus departments to fulfill purchases. Initiate work orders and requests for departmental or building areas in need of repair such as change of locks and heating and air conditioning in order to maintain a proper work environment.
The incumbent will prepare and keep accurate records of faculty offices, office hours, and class schedules.
Submit office hours to the COE Office of Curriculum and Archives.
Assist the Department Chair in preparing quarterly course schedules and input of courses into PeopleSoft; update scheduled course offering with current information, instructors, times, and rooms; move students to various course sections as needed; monitor lecturer teaching assignments, arrange for office space, keys, etc.
Assist the Department Chair with monitoring entitlements of Academic Year and Multiple Year contracts for part-time lecturers.
Monitor faculty workload, maintain department workload report (faculty squares) and maintain the accuracy of entries in Term Workload each quarter.
Assist with faculty recruitments for both tenure-track and lecturers; collect, review and file all hiring paperwork, student and peer evaluations of faculty teaching, etc., and ensure that documentation is properly assigned to department employee files.
Complete a part-time lecturer course assignment worksheet and submit it to the COE Dean's Office.
Enter newly hired part-time faculty information into PeopleSoft.
Assist faculty with questions regarding submissions of travel requests and expense reports through Concur, including individual and group travels.
Enter faculty time attendance and report the information into Absence Management.
Maintain department meeting minutes and submit them to the COE Office of Curriculum and Archives.
Monitor and analyze all department budgets and accounts, which includes general fund, trust funds, auxiliary funds, and philanthropic funds.
Submit transfer of expense and budget adjustments and reconcile procurement card purchases monthly.
Create reports and make recommendations to the Department Chair regarding budget allocations based on historical data and analysis.
Accurately monitor faculty professional development funds and expenses.
Provide COE college analyst with year-end projections for faculty class accounts.
Provide lead work direction and training to the department student assistant employees.
Oversee the student assistant hiring process in the department. Collect monthly student assistant payroll reports and submit to the Dean's Office.
Prepare Student Assistant hire and termination paperwork.
Provide support to department and college events including but not limited to LEAD, commencement, credential ceremony, student teaching orientations, and any other department or college events where additional support is needed.
Other duties may also be assigned by the department Chair or College Dean.
Education and Experience:
High School Diploma or equivalent AND five years of experience in general office administrative/clerical work is required.
Bachelor's degree or higher.
Experience working with budgets.
Experience working with databases.
Experience working in a customer service-oriented setting.
Knowledge, Abilities, and Skills:
Knowledge of office methods, procedures and practices, and a thorough mastery of English, grammar, spelling, and punctuation.
A comprehensive knowledge of applicable University infrastructure, policies and procedures is required.
Active problem-solving skills are required along with effective and sensitive interpersonal skills.
Expertise in using standard office software such as MS Office package is required.
The ability to prepare and present reports is required.
The ability to interpret independently, and apply a variety of complex policies and procedures is required along with the ability to identify deviations from applicable policies.
The ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions is required.
The ability to identify and troubleshoot office administration problems, recognize and advocate for solutions that yield programmatic progress and improvement, as well as respond to work area-related inquiries and requests is required.
The ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
The ability to perform business math, support the analysis of budgetary data, and make accurate projections requiring some inference is required.
The ability to work professionally, collaboratively, and collegially with a diverse group of people, clients, and co-workers, is required, as is the ability to use persuasion and negotiation to expedite projects and achieve results.
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.