Job Summary:
The Administrative Support Coordinator II (ASC II) provides comprehensive administrative, financial, and operational support to ensure the efficient and compliant administration of departmental business operations. Working under general direction, this position coordinates budget, payroll, purchasing, student employment, and program support functions by analyzing operational needs, reconciling financial records, processing personnel and financial transactions, maintaining confidential records, and ensuring compliance with university policies and procedures. The position exercises sound judgment, problem-solving, and analytical skills while collaborating with campus departments to support effective financial management, operational efficiency, and achievement of departmental objectives.
Responsibilities:
- Provide administrative and financial support to the Financial Operations Analyst by reconciling State, Lottery, Trust, and Auxiliary accounts, analyzing budget activity, monitoring expenditures, and maintaining financial records to ensure accurate reporting, compliance, and sound fiscal management.
- Coordinate departmental purchasing and procurement by preparing and submitting requisitions, Independent Contractor and UPEC documentation, Requests for Invoices, and ProCard transactions, while verifying account allocations and maintaining supporting documentation to facilitate timely purchasing and payment processing.
- Monitor and track budget transactions, including expense transfers, payroll expenditure transfers, budget reallocations, reassigned time, awards, and ProCard activity, by maintaining comprehensive records and reconciling financial data to support accurate budget projections and reporting.
- Assist with faculty special consultant, Graduate Assistants and Instructional Student Assistants appointments through CSU Temp Academic Employment (TAE).
- Administer student employment processes by coordinating hiring, personnel actions, pay warrant distribution, and confidential employee records, while tracking salary expenditures and analyzing payroll trends to support workforce planning.
- Deliver student employee payroll and timesheet training by researching policy updates, revising training materials, and providing guidance to ensure consistent compliance with university payroll procedures and reporting requirements.
- Maintain confidential personnel and payroll records containing sensitive employee information in accordance with university policies and applicable privacy requirements to ensure the integrity, security, and accessibility of official records.
- Coordinate and monitor student employee payroll activities for all Academic Success and Undergraduate Advising (ASUA) units by tracking hours worked, maintaining payroll records, and reconciling salary expenditures against budget allocations to support accurate payroll processing, fiscal accountability, and budget management.
- Review and process monthly Student Assistant and Instructional Student Assistant (ISA) timesheets by collecting payroll documentation from departments, verifying accuracy and completeness, resolving discrepancies with supervisors as needed, and submitting finalized payroll packets to the Financial Operations Analyst for approval to ensure timely and compliant payroll processing.
- Process student employment personnel actions by preparing and submitting hiring changes, terminations, salary increases, position changes, and Federal Work-Study transactions through Optimize and other applicable University systems, coordinating approvals with supervisors and Management Personnel Plan (MPP) administrators to maintain accurate employee records and ensure compliance with University policies and payroll procedures.
- Provide administrative and operational support to the Marketing unit by coordinating the procurement of promotional materials, processing Requests for Invoices and Chargebacks, and monitoring related expenditures to ensure timely purchasing and accurate financial processing.
- Coordinate the logistics of departmental projects, events, meetings, workshops, and trainings by arranging facilities, catering, promotional materials, and vendor services, while serving as the primary liaison with internal and external partners to ensure efficient operations and successful program delivery.
- Support departmental initiatives by researching resources, resolving administrative and operational issues, and coordinating project activities to improve service delivery, operational efficiency, and achievement of program objectives.
- Maintain departmental administrative records by organizing, filing, archiving, and securely shredding documents in accordance with University records retention and confidentiality requirements to ensure accurate recordkeeping and compliance.
- Provide lead work direction to front desk Student Assistants by assigning and monitoring daily work, training staff on office procedures, serving as a resource for operational questions, and acting as backup for front desk operations to ensure consistent customer service and efficient office operations.
- Evaluate administrative workflows and recommend process improvements by identifying operational inefficiencies, implementing procedural enhancements, and ensuring compliance with departmental and University policies to increase operational effectiveness.
- Provide administrative support across Academic Success and Undergraduate Advising (ASUA) units by responding to evolving operational needs, assisting with departmental initiatives, and performing other classification related duties as assigned to ensure continuity of operations.
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:
- Excellent communication and interpersonal skills (including being a good listener) to interact and communicate effectively with faculty, staff, students, and external constituencies, both verbally and in writing.
- Advanced time management and analytical skills.
Preferred Qualifications:
In addition to Position Skill Level I knowledge and skill requirements, work assignments typically require:
- 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.
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: August 23rd, 2026 at 11:55 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.
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
