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Location

San Bernardino, CA | United States

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Job description

Full job description

Job no: 536867

Work type: Staff

Location: San Bernardino - San Bernardino Campus

Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Job Summary:

The Administrative Support Coordinator I (ASC I) will work independently under general supervision of the Procurement and Contracts Director, who is responsible for the acquisition of all goods, services, leases, and construction contracts on behalf of the California State University, San Bernardino. The incumbent will serve as a contract coordinator for non-monetary campus contracts and provide coordination of the clerical and administrative support functions for the Procurement and Contracts department.

Responsibilities include, but are not limited to:

• The purpose of this position is to independently provide the primary administrative support for the Procurement and Contracts department including the Director and other personnel within the department.
• Independently, under general supervision, coordinates the clerical and administrative support functions and performance administrative work for Procurement and Contracts office and backup Director's Administrative Support Coordinator. Under general supervision, make independent decisions on day-to-day operations, interpret and apply policies and procedures. Ability to effectively write, edit, and present own reports.
• Communicates with university administrators, faculty, staff, students and off campus entities in person, by telephone and through email.
• Handles common and unique problems using sound reasoning and judgment to develop practical, thorough, and creative solutions. Assist in analyzing operational and procedural issues and developing, recommending and evaluating proposed solutions.
• Provides information about the department, division, university policies and practices, as well as software applications.
• Maintains contract agreements for office equipment, building maintenance/equipment, vendors and campus MOU’s; ensures operation of equipment by coordinating preventative maintenance requirements; troubleshooting; calling for repairs; evaluating new equipment and techniques.
• Coordinates non-monetary contracts from initiation, execution to implementation, and evaluation.
• Intake daily mail, faxes, and interoffice correspondence /sort, distribute, and arrange for mail to be sent out.
• Operates department golf cart as needed to shuttle team members across campus, coordinates golf cart maintenance and controls storage.
• Assists with Procurement card audits and reconciliation.
• Assists with processing recruitment documents needed for temporary & full-time staff; including but not limited to annual & temporary staff evaluations, new hire paperwork, reassignments, IRP & stipend requests, rehire packets & conversion to permanent requests.
• Secondary Payroll duties- certify, collect & submit department timesheets, monitor & update absence management with monthly leave activity, maintain and reconcile absence management leave balances.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications and establishing personal networks.
• Other classification-related duties as assigned by team & Executive Director.

Minimum Qualifications: Required Education and Experience

• High school diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Valid CA Driver's License.

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

• Equivalent to Associate’s Degree.
• Five years of progressively responsible experience in general office clerical or administrative work or the equivalent.
• Three to Five Years’ experience working in higher education.
• Three to Five Years’ experience supporting Procurement or Contracts.
• Experience working with academic and research departments.
• Experience working with other (third party) public and private agencies.
• Knowledge of Learning Service Agreements.
• Office Etiquette.
• Microsoft Office Suite Experience.
• Ability to work independently.
• Handle confidential information.

Compensation and Benefits:

Anticipated Hiring Range: $3,680 - $ 3,900 per month

Classification Salary Range: $3,680 - $ 5,783 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 14 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:

Work status: 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.

Staff: The application deadline is: March 19, 2024.

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 in 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

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

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 [email protected].

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at

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:

Advertised: Mar 05 2024 Pacific Standard Time

Applications close: Mar 19 2024 Pacific Daylight Time

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