Administrative Support Coordinator

Job Summary Under general direction, the Administrative Support Coordinator (ASC) works closely with the department chair on budgeting, class scheduling, program admissions, and provides lead work direction, training, and guidance to other administrative support staff. Responsibilities Coordinate and maintain the daily operations of the Department of Nursing independently, ensuring smooth workflow and timely completion of University, College, and Department deadlines and demands. Serve as the initial point of contact for the department and all programs (undergraduate and graduate) within the department. Provide excellent customer service to students, faculty, and other campus departments and colleges by applying comprehensive knowledge and interpretation of departmental and university policies, procedures, and practices. Provide information to students about procedures on various matters, such as change of grade forms, overload, class drop and add forms, etc. Schedule and coordinate detailed and complex meetings and events for the Department Chair; prepare routine correspondence; attend meetings and accurately record minutes. Maintain office inventory and procure supplies, including educational materials, office supplies, and equipment, through requisitions or corporate card purchases; prepare disbursement documentation for business activities and events; and submit department duplication or printing requests. Act as a liaison between suppliers, vendors, and campus departments to coordinate purchases. Process other forms when required (e.g., ICT Review/Approval, over $10K Approval, Sole Source/Brand Approval, Independent Contractor), and obtain required signatures. Initiate work orders and coordinate requests for repairs and maintenance (such as lock changes and HVAC issues) to support a proper and safe work environment. Prepare and maintain accurate records of faculty offices, office hours, and class schedules. Assist the Department Chair in preparing course schedules; update scheduled course offerings in PeopleSoft with current instructor, time, and room information; and arrange for office space, keys, etc. Monitor faculty workload and enter additional assignments into PeopleSoft to accurately report workload for internal campus use and reporting to the Chancellor’s Office. Assist and coordinate faculty recruitments for tenure-track and lecturer positions; collect, review, and file all hiring documentation, including student and peer evaluations of faculty teaching, etc.; and ensure that documentation is properly assigned to department employee files in compliance with university policies. Prepare appointment letters for lecturers, teaching associates, and instructional student assistants via Common Human Resources System (CHRS). Serve as the timekeeper and enter all faculty absences. Send out Department Evaluation Committees’ nomination forms, ballots, and ratification memos to the dean and faculty senate. Assist faculty with questions regarding submissions of travel requests and expense reports through Concur, including individual and group travel. Track student progress across all undergraduate programs. Collaborates with department leadership to coordinate the reintegration of students with interrupted plans, including monitoring program dismissals and student withdrawals from the nursing program. Create and maintain course permissions with discretion each term for students. Inform admission committees of student outliers requiring reintegration to help ensure admitted cohorts remain within clinical capacity limits. Coordinate ordering and payment of online compliance accounts for faculty and students, as required by clinical agencies and to support HIPAA compliance (e.g., myClinicalExchange and CastleBranch), using discretion to address routine issues as they arise. Maintain accountability for ensuring the most recent facility agreement received from Purchasing is stored in the department’s shared drive for access and reference. Coordinate the nursing department honors process for eligible students across all programs, ensuring timely reporting to the College of Natural Sciences. Document honors-related information for departmental recognition and pinning ceremonies, supporting a broad range of event preparation tasks. Monitor and analyze department budgets and accounts including general, trust, auxiliary, and philanthropic funds. Submit transfer of expense requests and budget adjustments in accordance with established guidelines. Create reports and make recommendations to the Department Chair regarding budget allocations based on historical data and analysis. Compile and submit reports requested by the College of Natural Science (CNS) Administrative Analyst/ Specialist (AAS) including account budget, projections and balances. Process disbursement (reimbursement) requests and account establishment agreements. Accurately monitor faculty professional development funds and expenses. Provide lead work direction and guidance to other administrative support staff on the complexity of the admission process for the department. Other classification-related duties as assigned Minimum Qualifications High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent. Required Qualifications Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures. Thorough mastery of English grammar, punctuation, and spelling. Expertise in using office software packages, technology, and systems. Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents 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 operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze 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. Preferred Qualifications Knowledge of PeopleSoft or similar enterprise-wide application is desirable. Experience in higher education and administrative support preferred. Compensation And Benefits The salary offered will take into account internal equity and experience among other factors. Initial salary step placement will be Step 1 - $4,367 per month for qualified candidates. CSU Classification Salary Step Range: $4,367 - $6,362 per month (Step 1 – Step 20) 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 15 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: August 23rd, 2026 at 11:55PM California State University, San Bernardino, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. 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 is not a sponsoring agency for staff or management positions (i.e. H1-B Visas). CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g., H1B, F1, STEM OPT). Education Code 89521 Requirements Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct. 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. Mandated Reporter 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. Campus Security Authority This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required. 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 On Campus Commitment 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 Affirmitive 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 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 View email address on click.appcast.io. 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: #J-18808-Ljbffr