Job Summary:

Serves as the primary point of contact for the advising office, providing comprehensive administrative support to the Director of Advising. This role maintains departmental contracts, coordinates with Financial Operations to ensure accurate budgeting, and assist with recruitments, training, and lead work direction of student assistants to maintain an efficient and welcoming front office environment.

Responsibilities:

Administrative Coordination
• Coordinates the Director’s travel arrangements, including but not limited to booking transportation and lodging, registering for conferences and workshops, processing related fees, providing itinerary information, and preparing and submitting travel authorizations and claims.
• Tracks and maintains staff vacation requests on Outlook calendar, ensuring approval from Director.
• Schedules and tracks the Director's outlook calendar for meetings, appointments, and calls.
• Under general supervision, submits, processes, and monitors monthly payroll for all staff members in the department, including receiving proper approvals in accordance to payroll deadlines.
• Provides comprehensive clerical and administrative support to the Director of Advising.
• Notifies appropriate supervisor of staff absences and coordinates adjustments to ensure coverage and meet operational needs.
• Receives department orders (i.e. Staples) and verifies that the inventory received matches the original order submitted.
• Obtains and distributes paychecks for advising. Serves as backup if the AVP office cannot pick up checks.
• Updates and maintains the front desk operational manual for the Administrative Support Coordinator (ASC) and student assistants.
• Applies reasoning and judgment to provide input on office procedures.
• Schedules meetings via Zoom and Teams for the department.
• Compiles and creates standard Qualtrics surveys and shares results with the advising directors.
• Utilizes the Event Management System (EMS) via PeopleSoft (PS) to prepare and submit event scheduling requests. Ensures approval is received from the Director and Financial Operations Analyst (FOA) budget.
• Prepares general correspondences, memorandums, and letters.
• Schedules and maintains conference room UH-329.
• Attends committee meetings as needed, transcribes minutes, drafts memorandums and correspondences, and follows up on action items.
• Maintains and monitors onboarding and offboarding employee checklists to ensure proper access and training requirements.
• Serve as the CIA access for advising staff.

Customer Service
• Serves as the first point of contact for students, staff, and visitors.
• Applies working knowledge of departments to screen incoming calls and office visitors to provide accurate information or refer callers to the appropriate individuals or other campus offices.
• Takes messages and coordinates the scheduling of appointments, interviews, and meetings for the Advising Director and staff.
• Answers routine questions from University personnel and the general public regarding ASUA -Advising and/or any of ASUA's other departments.
• Sends information to individuals inquiring about the Advising program.

Student Assistance
• Assists with the recruitment and onboarding of student assistants by coordinating job postings, scheduling interviews, and preparing hiring documentation in collaboration with the Financial Operations Analyst.
• Collaborates with the AVP office Manager on student assistant training and professional development.
• Provides lead work direction to the front office student assistants.
• Reviews and approves student assistant hours in CHRS system and provides tasks.
• Maintains and distributes the student assistant work schedule each semester and shares updates with the Advising team.
• Monitors the student assistant budget and collaborates with the FOA to track student assistant positions, funding levels, and employment status updates for Advising.
• Works with the FOA to post student assistant jobs. May provide input for selecting candidates and schedules the interviews.
• Ensures all student evaluations are signed and completed by May by all required parties.

Budget
• Collaborates with the FOA to ensure all fiscal year (FY) deadlines are met and completed on time.
• Coordinates and tracks department contracts (i.e., copy machine, telephones) in collaboration with the FOA to maintain accurate budget records.
• Prepares and processes state and Philanthropic travel advances, expense claims, and mileage reimbursements in collaboration with the FOA to maintain accurate budget records.
• Submits online Staples orders for office supplies, equipment, hardware, and software on a needed basis. Ensures all required requisitions and hospitality forms are completed, approved, and properly documented.
• Prepares, submits, and tracks departmental duplicating and printing requests, maintaining detailed records in the budget spreadsheet in coordination with the FOA.

Office Duties
• Operate all office machines and equipment necessary to support daily departmental operations.
• Assist in maintaining office supply storage.
• Maintains front desk area in an orderly manner.
• Maintains department bulletin board and signage with the assistance of student staff.
• Receives, logs, date-stamps, and distributes incoming mail and office supply deliveries in a timely manner.
• Attends staff meetings.
• Prepares mailing materials.
• Assists with special projects or assignments as directed by the Director or AVP Office.
• Participates in university-provided training and professional development opportunities to enhance job knowledge and skills.
• Other classification related duties as assigned.

Minimum Qualifications:

High School diploma or its equivalent and three years of progressively responsible experience in general office clerical or secretarial work or the equivalent. 

Required Qualifications:

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Preferred Qualifications:

• Higher Education experience preferred.
• Experience in processing travel and timekeeping, and Public contract experience preferred.
• Knowledge of PeopleSoft and Microsoft Office 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 - $4,047 per month for qualified candidates.

CSU Classification Salary Step Range: $4,047 - $5,896 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.

The application deadline is: Thursday, April 2, 2026. 

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.

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.

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 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