Job Summary:
This position provides administrative and operational support for the Indian Wells Student Services office, including budget tracking, adherence to established policies and procedures, and coordination of daily office functions. The incumbent applies judgment in resolving routine administrative matters, coordinating projects, and guiding student assistants to support efficient service delivery. The position also assists in the planning and implementation of programs and events that promote student engagement, enhance student life, and foster a sense of belonging at the Palm Desert Campus.
Responsibilities:
- Coordinates and tracks student engagement and orientation expenditures; prepares budget reports and monitors financial activity.
- Processes purchase requisitions, budget requests, and travel documents, ensuring compliance with CSU and campus policies.
- Coordinates Executive Director’s travel, including preparing and reconciling requests, resolving issues, and submitting reimbursements.
- Maintains the Executive Director’s corporate card, including monthly reconciliation, compliance review, and adherence to deadlines.
- Applies CSU Hospitality Policy to support event coordination; ensures required forms and approvals are completed and identifies process improvements.
- Support office operations, including inventory management, ordering supplies, coordinating equipment repairs, processing mail services, and maintaining staff mailboxes.
- Coordinates printing, duplicating, and electronic form management, including updating QR codes and recommending process improvements.
- Serves as the primary point of contact for students, faculty, staff, and visitors at the Indian Wells (IW) Student Services front office, providing information, referrals, and problem resolution.
- Analyzes inquiries and applies policies across admissions, advising, and student services; escalates complex issues as needed.
- Assesses customer service needs and supports implementation of solutions in alignment with university policies and procedures.
- Responds to email inquiries in a timely manner, drafts professional correspondence, and maintains accurate communication records.
- Coordinates fingerprinting services for on-campus hires, students, and community members; ensures compliance with CSU and state requirements.
- Provides lead work direction to student assistants, including training, scheduling, and oversight of daily tasks; monitors performance and provides input for evaluations.
- Coordinates hiring and onboarding with Human Resources/Student Employment, ensuring compliance with federal, state, and CSU requirements.
- Tracks Federal Work Study allocations and hours; develops recommendations to ensure compliance and prevent fund exhaustion.
- Ensures Federal Work Study training is completed by both student assistants and supervisors; interprets and applies related policies.
- Coordinates logistics for student engagement events, orientations, and signature programs; responsibilities include scheduling, space reservations, vendor coordination, hospitality compliance, and budget reconciliation.
- Works collaboratively with departments and external partners to plan, execute, and evaluate events; recommends improvements based on feedback and outcomes.
- Resolves event-related issues, applying judgment and discretion to ensure successful execution and compliance with university policies
- 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:
- Bachelor’s degree in business administration, communications, student affairs, or a related field.
- Three or more years of progressively responsible administrative support experience in higher education or a comparable setting.
- Experience with budget tracking, financial reconciliation, and preparing fiscal reports.
- Knowledge of CSU or higher education policies, procedures, and systems (e.g., procurement, travel, student employment, Federal Work Study).
- Demonstrated experience providing lead direction, training, or supervision to student employees or support staff.
- Strong customer service background with the ability to handle complex inquiries and resolve issues.
- Event coordination experience, including logistics, hospitality compliance, and cross-departmental collaboration.
- Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook), as well as experience with databases, online forms, and digital tools (e.g., QR codes, shared drives).
- Excellent interpersonal skills and ability to work effectively with diverse student, staff, faculty, and community populations.
- Ability to analyze data, prepare reports, and make recommendations to improve operations.
- Fingerprint Certified with the U.S. Department of Justice
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.
Staff: The application deadline is: August 5, 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.
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
