Dean’s Office Administrative Coordinator

Job Summary The incumbent will report to the Dean in the Watson College of Education (WCOE) while working closely with the dean’s Executive Assistant. Must have the ability to coordinate, prioritize and monitor projects through their completion with accountability for end results while establishing priorities to meet deadlines. Responsibilities Serve as the first point of contact for the WCOE Dean’s Office. 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. Answer phone calls and assist with walk‑in inquiries from faculty, staff and students with professionalism and mutual respect. Use judgment and discretion to resolve most office administration problems. Provide information to students about procedures on various matters, such as change of grade, course overload, class add and drop process. Maintain office inventory and procure educational materials, office supplies, and equipment, through requisitions or corporate card purchases. Prepare appropriate documentation for business activities and events; and submit duplication or printing requests as needed. Act as a liaison with procurement and 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. Reconcile corporate card purchases monthly. Provide procurement support to the college Technology Support Specialist. Ensure university policy and procedures are followed to assist in expediting the process. Maintain ongoing communication with the Technology Support Specialist regarding the status of the order. Maintain WCOE digital calendars related to atrium and laboratory space usage. Accurately document use of space and verify availability. Coordinate the use of the college golf cart. Accurately track cart usage ensuring the cart is checked out, and checked back in as needed. Oversee the coordination of cart maintenance with appropriate campus offices ensuring the cart is appropriately maintained. Coordinate cart storage during campus closures and the cart retrieval when campus opens up again. Resolve a broad range of operational and procedural administrative problems which may require research, analysis, and evaluation of information may need to be solved. Project is coordinated through initiation, execution, coordination, implementation, and evaluation. Develop and maintain processes to accurately collect data and maintain records. Create detailed college reports and publications, including newsletters, brochures, monthly highlights, projects seeking donor funding, and the annual college magazine for WCOE. Utilize Canva, Adobe Photoshop, and Adobe Stock to create and format these materials. Under the direction of the Dean and as part of a college committee, act as the lead administrative support coordinator for the annual Educational Leadership Summit and a variety of small college events, meetings, and community building events, including WCOE faculty and staff meetings and faculty book club. Coordinate all aspects of event planning and execution, including logistics, communication, documentation, and task tracking to ensure successful events. Effectively communicate event needs to WCOE leadership, faculty and staff. Collaborate with colleagues to confirm required tasks are executed in a timely manner, track event details through documentation of meeting minutes and utilize spreadsheets to track delegation of event duties. Collect detailed event information for post event reports and develop the final report for the dean. Demonstrate expertise in using office software packages, technology, and systems. Utilize Drupal to maintain the internal WCOE faculty and staff website to ensure accurate and up‑to‑date information is added as needed. Maintain the WCOE social media accounts posting a variety of WCOE events and college highlight information on a regular basis. Assist with the recruitment and supervision of student assistants in the WCOE dean’s suite. Maintain current and accurate knowledge of Federal Work Study requirements. Facilitate the recruitment process, assign tasks, coordinate student work schedules, track award balances, collect and review time sheets, and provide input to annual evaluations. Pick up pay warrants from Student Financial Services. Notify departments when pay warrants are available. Distribute pay warrants as needed. Perform 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 Experience utilizing the following programs: MS Excel Canva Adobe Photoshop Drupal License / Certification Valid CA Drivers License 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. 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. 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 Affiniative 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