Administrative Support Coordinator (ASC II) / Housing & Residential Life
California State University, San Bernardino
Internal Number: 2634493
Administrative Support Coordinator (ASC II) / Housing & Residential Life California State University, San Bernardino
Job No: 506114 Work type: Staff Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Student Services
California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.
At CSUSB, you can:
Build your future
Work with the best
Be your authentic self
Focus on you
Make a lasting impact
Work for a purpose that is greater than your own
Bring everything you are, become everything you want
The Department of Housing and Residential Education (DHRE) at Cal State University San Bernardino is a dynamic, growing housing program that takes pride in providing services to students in a safe, well-maintained, inclusive residential community that supports student success through their academic, personal, and professional goals by fostering a healthy living and learning environment and opportunities for holistic growth and development.
This dynamic, responsible, and well-organized individual serves several roles necessary for the efficient management and coordination of physical office operations and communications for the Department of Housing and Residential Education. The incumbent will be responsible for central reception and assigning of all ordinary incoming departmental correspondence (in-person appointments, phone, and general email), assisting with the maintenance of records, student data, and supporting the Central Office and live-in staff.
The incumbent will assist with all technological platforms necessary for the day-to-day administration of the DHRE office, including but not limited to software related to housing occupancy and assignments (StarRez, Peoplesoft, etc.), file and telecommunications records, and budgeting. This staff person will also hire and supervise DHRE student assistants.
This position requires a positive attitude, excellent personal skills, an orientation toward team success, and strong organizational skills.
Under general supervision of the Director for Housing and Residential Education and the Associate Director for Operations, coordinate the day-to-day operations of the Department of Housing and Residential Education. The incumbent will serve as the key department contact and will respond to inquiries in a pleasant, timely, professional, helpful, customer service-oriented manner.
Typical responsibilities include, but are not limited to:
Perform front office operations and liaise with DHRE constituencies including residents, prospective residents, parents/families/supporters, university administration, faculty, and staff, etc.
Communicate with constituencies via verbal, written, and electronic correspondence (i.e. answering phones, sending emails, responding to department inquiries, etc.).
Maintain DHRE website and update as appropriate.
Distributes office documents, and collects requested data and materials as needed. Process mail and submit work orders. Perform data entry and duplicate materials.
Order/replenish office supplies and maintain inventories.
Initiate and compose correspondence individually and on behalf of DHRE staff.
Work independently to manage complex calendars, coordinate meetings, and materials for meetings, anticipate and prevent scheduling conflicts, coordinate front office support, answer telephones, greet office guests, and direct to appropriate personnel, as needed.
Organize and coordinate special events and weekly department meetings to include reserving rooms and processing food services requests, developing and distributing event announcements, and updating and maintaining guest lists.
Manage the scheduling and billing of the Housing and Residential Education conference room and DHRE rentable spaces including the Multipurpose Rooms, spaces in the Coyote Commons, etc.
Serve as backup Absent Management Time-Keeper and Attendance Clerk; assist the Budget Analyst, as needed.
Prepare complex travel arrangements, process travel expense claims promptly, complete and submit hospitality claims, process reimbursements, and direct expenditures, reconcile and process procurement card reports, prepare and process requisitions and purchase orders, review and confirm the accuracy of invoices for approval of payment, and maintain accurate records of invoices and receipts processed.
Organize and maintain a complex system of files and records, both physical and electronic material, perform data entry, duplicate materials, distribute office documents, and collect requested data and materials as needed, route and track requests for signature, process mail including FedEx, bulk mail, and submit work orders.
Develop, implement, and maintain office systems and procedures, such as inventory management and hard and electronic filing systems, a shared drive, using technology to bring high efficiency and organization to office operations.
Foster and maintain excellent working relationships with all levels of the university and community, including other campus officials, the Vice President for Student Affairs Office personnel, as well as with departmental divisions and colleges, directors, and deans.
Perform high-level administrative support functions for Department of Housing and Residential Education staff.
Provide support, as needed, to department projects, reports, crisis intervention, and customer service in a high-volume interaction office with unpredictable service requests.
Perform other duties as assigned.
Student Assistant Lead Work Direction
The incumbent will oversee the office student assistant program (Student assistants are the primary contact for residents and guests at the village front desks, Housing Office front desk, and Housing Mail Room).
The incumbent will provide lead work direction to all student assistants, conduct a student assistant recruitment plan that adheres to student employment procedures, on-boarding, training, and development, develop and maintain a schedule of student assistants, and assign daily tasks to student assistants that are appropriate for student job classification. The incumbent will work collaboratively and maintain open communication with professional staff serving as functional supervisors in the residential communities.
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.