Job Summary:
Under the general direction of the Program Directors and reporting to the Dean of the College of Education, the Program Support Coordinator supports the Doctoral Studies program by coordinating administrative operations, assisting faculty and students, and ensuring the effective delivery of program services.
Responsibilities:
- Administers the day-to-day operations of the Doctoral Studies program office by providing comprehensive administrative and programmatic support to faculty, students, and Program Directors.
- Processes the doctoral student admissions process by application tracking, file preparation, scheduling of applicant interviews and maintains official student records to ensure compliance with university policies and procedures.
- Coordinates course scheduling and support enrollment management by processing student enrollment permissions and student registration in PeopleSoft. Administers course evaluation processes (SOTE), ensuring accurate setup and completion.
- Serves as a liaison with campus partners to support program operations, including Technology Support Services (TSS), Facilities, and other administrative units.
- Processes faculty and student travel, including pre-approvals, travel advances, and expense reporting via Concur. Prepares and processes a variety of administrative and financial documents, including purchase requisitions, hospitality forms, independent contractor requests, and other university-required documentation. Initiates work orders with facilities and process key requests.
- Maintains program communications, including listservs, and ensures accurate recordkeeping of course syllabi and other program documentation for archival and accreditation purposes (e.g., WASC). Coordinates and attends meetings for program committees and subcommittees, including agenda preparation, logistics, and meeting minutes.
- Coordinates and monitors the Doctoral Studies program budget in collaboration with the Student Services Professional (SSP) and College Analyst by maintaining detailed spreadsheet to monitor expenditures across multiple categories, including travel, supplies and services, printing, and faculty-related funding.
- Processes budget transfers, expense reallocations, and monthly reconciliations to ensure fiscal accuracy and compliance with university policies. Assists with course-related financial processes by tracking and facilitating the transfer of instructional costs. Monitors procurement card activity and reconcile monthly statements in accordance with campus procedures.
- Provides regular budget reports and updates to Program Directors and supports financial planning by tracking trends and available resources.
- Coordinates administrative processes related to faculty appointments and workload by preparing part-time faculty appointment worksheets each term and facilitates contract processing, including routing for approval and electronic signature. Maintains faculty records and files in accordance with university policies
- Tracks faculty entitlements, eligibility, and workload-related data, including banked units associated with dissertation committee service. Assists faculty with processes related to workload adjustments, professional development funds, and other personnel related transactions.
- Serves as a liaison with college administrative staff on faculty related matters, including leaves, sabbaticals, and Faculty Early Retirement Program (FERP) processes. Maintains accurate records to ensure timely submission of required documentation.
- Coordinates logistics and provides administrative support for program events, including commencement, receptions, and other academic or community engagement activities.
- Serves as the primary point of contact for doctoral program commencement activities, including preparing and submitting graduate lists to the Dean’s office each term
- Other classification-related duties assigned to support the ongoing needs of the Doctoral Studies program.
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:
- The ability to interact and work cooperatively with all University and COE administrators, department chairs, directors, faculty, staff, students and visitors.
- Ability to handle multiple projects and priorities.
- Ability to work independently under general direction of Program Directors.
- The ability to coordinate, prioritize and monitor projects through their completion with accountability for end results while establishing priorities to meet deadlines.
- Ability to maintain a thorough knowledge of the doctoral program.
- Ability to effectively work in and maintain knowledge of EMS, CLSS, PeopleSoft CS, HR, CFS, Data Warehouse, Concur, Absence Management, Adobe Sign, Microsoft Office Suite, Qualtrics, Google docs, One Drive and other systems or platforms as needed.
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 / Emergency Hire (up to 120 days or 180 days)
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: Aug 5, 2026 at 11:455 PM
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.
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.
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.
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 [email protected].
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
