Office Coordinator (Administrative Support Coordinator II)/ UA

California State University System San Bernardino, CA
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San Bernardino

Job ID: 2018-00437

Job Title:

Office Coordinator (Administrative Support Coordinator II)/ UA-

Appointment Type:


Time Base:


Date Posted:

June 13, 2018

Closing Date:

Open until filled

Link to Apply Online:

Campus Employment Homepage:


Employment Status: Full-time, probationary, "non-exempt" position.

Work Schedule: Monday through Friday, 8:00 am – 5:00 pm, occasional evening and weekend hours.

First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning Wednesday, June 27, 2018.

Position Overview

Under the supervision of the Director of Alumni Relations, the Administrative Support Coordinator will provide office management support for the Alumni Relations Office, the CSUSB Alumni Association, CSUSB Retirees Association, and CSUSB Alumni Chapters.

Duties and Responsibilities

Maintaining current and accurate State and Foundation budgets and providing monthly, reconciled budget reports to the director.

Perform high-level administrative support functions for the department, including:

Implementing and maintaining office systems that result in the timely initiation and completion of department projects.

Managing an inventory of office supplies, printed publications and promotional items which will include a tracking system for reordering items in a timely way.

Managing hard and electronic filing systems that allow for easy retrieval of materials and data by staff.

Maintaining a current master calendar of events, meetings and mailings maintaining contact lists.

Composing correspondence and creating e-mail and mail merge documents.

Processing Alumni Association and Retirees Association memberships.

Coordinating timely alumni and retiree profile updates on the alumni/development database.

Taking meeting notes, transcribing and distributing them.

Responding to inquiries in a pleasant, customer-service oriented manner and in a timely fashion.

Providing staff support for Alumni Association and Retirees Board of Directors meetings.

Utilizing current technology to streamline office processes.

Making travel arrangements for the director and staff, including processing travel authorizations and claims.

Providing clerical support to the alumni director; hiring and supervising student assistants, including oversight of student assignments.

Providing support for special events and direct mail campaigns.

Other duties as assigned.

High School diploma or equivalent.

Equivalent to five years of experience in general office clerical work.

Ability to maintain and monitor departmental financial accounts and budgets.

Ability to organize and maintain a complex filing system.

Ability to learn, interpret independently and apply a variety of complex policies and procedures.

Ability to multi-task in a fast-paced environment with multiple projects and deadlines, while producing accurate work and giving attention to detail.

Ability to apply independent judgment, discretion and initiative to address problems and develop practical, thorough and creative solutions.

Ability to monitor status of complex projects.

Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.

Ability to communicate effectively with a culturally and ethnically diverse campus community, including its alumni, students and retired faculty and staff.

Ability to work occasionally on evenings and weekends.

Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.

Ability to effectively write and present own reports.

Demonstrated ability to provide outstanding customer service in person, on the phone and online.

Ability to use negotiation and persuasion skills to achieve results and expedite projects.

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.

Demonstrated strong organizational skills Expert knowledge of Microsoft programs required, maximizing Word, Excel, Project Management, Outlook and their various applications.

Preferred Qualifications

Equivalent to a Bachelor's degree from an accredited four year college or university.

Working experience of the PeopleSoft financial and student systems.

Experience with Advance alumni/development database.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information:

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)