Overview
Administrative Support Coordinator; Administrative Support Coordinator Academic Success and Undergraduate Advising Jobs in San Bernardino, USA at California State University
Position: Administrative Support Coordinator (Administrative Support Coordinator I), Academic Success and Undergraduate Advising
Job Summary:
Serves as the primary point of contact for the advising office, providing comprehensive administrative support to the Director of Advising. This role maintains departmental contracts, coordinates with Financial Operations to ensure accurate budgeting, and assist with recruitments, training, and lead work direction of student assistants to maintain an efficient and welcoming front office environment.
Responsibilities:
Administrative Coordination
• Coordinates the Director’s travel arrangements, including but not limited to booking transportation and lodging, registering for conferences and workshops, processing related fees, providing itinerary information, and preparing and submitting travel authorizations and claims.
• Tracks and maintains staff vacation requests on Outlook calendar, ensuring approval from Director.
• Schedules and tracks the Director’s outlook calendar for meetings, appointments, and calls.
• Under general supervision, submits, processes, and monitors monthly payroll for all staff members in the department, including receiving proper approvals in accordance to payroll deadlines.
• Provides comprehensive clerical and administrative support to the Director of Advising.
• Notifies appropriate supervisor of staff absences and coordinates adjustments to ensure coverage and meet operational needs.
• Receives department orders (i.e. Staples) and verifies that the inventory received matches the original order submitted.
• Obtains and distributes paychecks for advising. Serves as backup if the AVP office cannot pick up checks.
• Updates and maintains the front desk operational manual for the Administrative Support Coordinator (ASC) and student assistants.
• Applies reasoning and judgment to provide input on office procedures.
• Schedules meetings via Zoom and Teams for the department.
• Compiles and creates standard Qualtrics surveys and shares results with the advising directors.
• Utilizes the Event Management System (EMS) via People Soft (PS) to prepare and submit event scheduling requests. Ensures approval is received from the Director and Financial Operations Analyst (FOA) budget.
• Prepares general correspondences, memorandums, and letters.
• Schedules and maintains conference room UH-329.
• Attends committee meetings as needed, transcribes minutes, drafts memorandums and correspondences, and follows up on action items.
• Maintains and monitors onboarding and offboarding employee checklists to ensure proper access and training requirements.
• Serve as the CIA access for advising staff.
Customer Service
• Serves as the first point of contact for students, staff, and visitors.
• Applies working knowledge of departments to screen incoming calls and office visitors to provide accurate information or refer callers to the appropriate individuals or other campus offices.
• Takes messages and coordinates the scheduling of appointments, interviews, and meetings for the Advising Director and staff.
• Answers routine questions from University personnel and the general public regarding ASUA
-Advising and/or any of ASUA’s other departments.
• Sends information to individuals inquiring about the Advising program.
Student Assistance
• Assists with the recruitment and onboarding of student assistants by coordinating job postings, scheduling interviews, and preparing hiring documentation in collaboration with the Financial Operations Analyst.
• Collaborates with the AVP office Manager on student assistant training and professional development.
• Provides lead work direction to the front office student assistants.
• Reviews and approves student assistant hours in CHRS system and provides tasks.
• Maintains and distributes the student assistant work schedule each semester and shares updates with the Advising team.
• Monitors the student assistant budget and collaborates with the FOA to track student assistant positions, funding levels, and employment status updates for Advising.
• Works with the FOA to post student assistant jobs. May provide input for selecting candidates and schedules the interviews.
• Ensures all student evaluations are signed and completed by May by all required parties.
Budget
• Collaborates…
Title: Administrative Support Coordinator; Administrative Support Coordinator Academic Success and Undergraduate Advising
Company: California State University
Location: San Bernardino, USA
Category:
