Job Summary:

 Coordinates the clerical and administrative support functions of the Jack H. Brown College (JHBC) Office. Administrative work involves evaluation and recommendations related to operational and procedural matters, primarily the required day-to-day clerical and administrative functions and duties of the college office.

 

Responsibilities:

• Coordinates and oversees all payroll and procurement operations for the Jack H. Brown College (JHBC), ensuring accurate, compliant, and timely processing of transactions in accordance with CSU policies and procedures.
• Serves as the college timekeeper, managing payroll certification, reconciliation, and discrepancy resolution while coordinating with Payroll, Human Resources, and Fiscal Affairs to ensure compliance and accurate payroll processing.
• Administers procurement and travel processes, including purchase requisitions, reimbursements, and expense transactions, ensuring adherence to CSU policies and timely processing through collaboration with Procurement Services, Accounts Payable, and vendors.
• Coordinates faculty additional pay processes, including preparation and submission of pre-authorizations, payment authorizations, and CHRS Temporary Academic Employment appointments, ensuring accuracy and completeness of transactions.
• Monitors inventory levels and coordinates purchasing activities to maintain operational readiness and support college needs.
• Coordinates a broad range of administrative support functions, organizing and prioritizing workflows to ensure effective operation of academic and administrative activities.
• Plans and coordinates class scheduling, records management, reporting, and document preparation, ensuring compliance with university policies and procedures.
• Maintains and tracks administrative records, including employee attendance, timekeeping, office and classroom assignments, and classroom visitation data to support operational decision-making.
• Coordinates college meetings, events, and activities by managing logistics, scheduling, materials preparation, and follow-up actions to support program objectives.
• Interprets and applies CSU and campus policies and procedures, analyzes workflow challenges, and implements solutions to improve operational efficiency and effectiveness.
• Serves as an administrative resource to college leadership, faculty, and staff by resolving operational issues and ensuring continuity of services.
• Directs and coordinates clerical and administrative support functions for the JHBC office, establishing priorities and ensuring work is completed according to established standards and timelines.
• Provides lead work direction, training, and guidance to student assistants and support staff, assigning tasks, monitoring progress, and ensuring quality and timely completion of assignments.
• Serves as the primary office contact, independently responding to inquiries, resolving issues, and directing students, faculty, staff, and visitors to appropriate resources.
• Exercises independent judgment in managing daily office operations, prioritizing tasks, and resolving a wide range of administrative and operational issues.
• Coordinates administrative projects and initiatives from planning through implementation and evaluation to ensure alignment with departmental goals and operational needs.
• Performs other classification-related duties as assigned, including coordinating administrative functions during peak workloads, staff absences, and urgent operational priorities.

 

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:

• Associate's degree (AA) or higher preferred.
• Minimum of five years of general office clerical experience, including the ability to independently initiate, draft, and prepare correspondence and reports with a high degree of accuracy and proficiency in written English.
• Proficiency in Microsoft Office Suite applications.
• Experience with PeopleSoft, Concur Travel, and HR modules is preferred.
• Demonstrated ability to work effectively as a team player and manage sensitive interactions and situations with professionalism.
• Strong interpersonal skills with the ability to interact tactfully, diplomatically, and positively with faculty, staff, students, administrators, and members of the community.
• Proven ability to work cooperatively and effectively with individuals from diverse backgrounds and experiences.
• Demonstrated commitment to maintaining confidentiality and exercising the highest level of integrity in all aspects of the position.

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: The application deadline is: June 12^th 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 https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

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 Affirmative 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 https://www.csusb.edu/human-resources/diversity-inclusion

 

Closing Statement:

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 benefits@csusb.edu.

 

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/.

 

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: https://www.csusb.edu/clery-act

Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act