Job Summary:
Coordinates the entire clerical and administrative support functions of the Department of Special Education, Rehabilitation and Counseling. Administrative work involves independent judgement in the interpretation and implementation of university, college, and departmental policies and procedures to support departmental operations.
Responsibilities:
- Serves as an administrative resource to the department chair, faculty, and students by resolving operational issues and ensuring continuity of services.
- Coordinates a broad range of administrative support functions, organizing and prioritizing workflows to ensure effective operation of academic and administrative activities.
- 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 issues related to faculty support, student services, scheduling, personnel, budget, and office operations.
- Under the direction of the Department Chair, plan and coordinate class scheduling, records management, reporting, and document preparation, ensuring compliance with university policies and procedures.
- Utilizing Concur, provide guidance and information to faculty for submission of travel requests and expenses supporting faculty to successfully complete the process.
- Plans and coordinates key requests and maintenance requests ensuring compliance with university policies and procedures.
- Coordinates departmental projects and initiatives from planning through implementation and evaluation to to support operational effectiveness and program goals.
- Coordinates clerical and administrative support functions for the department office, establishing priorities and ensuring work is completed according to established standards and timelines.
- Coordinates department meetings, events, and activities by managing logistics, scheduling, materials preparation, and follow-up actions to support program objectives.
- Coordinate the set up of various meetings and take meeting minutes.
- Performs other classification-related duties as assigned, including coordinating administrative functions during peak workloads, staff absences, and urgent operational priorities.
- Create and maintain accurate records for all full-time and part-time faculty workload in the department to support timely reporting requirements for the college and university.
- Compile and review data for completion of part time faculty hiring appointments ensuring accuracy and compliance with university policies and procedures.
- Maintain lists of classroom visitations and part-time faculty evaluations with directions from the department chair to assist in tracking completion of necessary faculty evaluations. Submit completed evaluations to the dean’s office.
- Coordinate the Student Evaluation of Teaching Effectiveness (SOTE) process utilizing campus policies and procedures to identify courses to be evaluated and ensure courses are set up to go through the evaluation process.
- Coordinate faculty recruitment processes and serve as the department's primary administrative liaison, collaborating with the department recruitment committee, department chair, Faculty Affairs and Development, and the Watson College of Education dean's office to ensure compliance with university policies and timely completion of recruitment activities.
- Maintain part-time faculty personnel files in accordance with university policies, collective bargaining agreements, and records retention requirements.
- Act as the department timekeeper, reporting SRC faculty leave each month in Absence Management by accurately entering leave information into the reporting system ensuring compliance with related policies and procedures.
- Maintain accurate and detailed records of the accrual of banked faculty workload units and the process of utilizing the units per college and division policies and procedures.
- Perform business math and maintain departmental budget records by tracking expenditures, reconciling accounts, monitoring available funding, and preparing budget status information to support departmental fiscal operations.
- Administers procurement and travel processes, including credit card purchases, purchase requisitions, reimbursements, and expense transactions, ensuring adherence to CSU policies and timely processing through collaboration with Procurement Services, Accounts Payable, and vendors.
- Participate as a committee member for various events related to the college. Provide event support by assisting with planning and coordinating various tasks as they are delegated by the committee lead. Provide staff support at events which may also include events that are outside of regular business hours.
- Perform other classification-related duties as assigned.
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:
- Ability to coordinate, prioritize and monitor projects through their completion with accountability for end results while establishing priorities to meet deadlines.
- Experience utilizing the following programs:
Compensation and Benefits:
The salary offered will take into account internal equity and experience among other factors.
Anticipated hiring range: Step 1 $4,367 per month for qualified candidates
Classification hiring range: $4,367 (Step 1) - $6,362 (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 August 3, 2026 at 11:55 P.M.
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 limited 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, revised July 21, 2017
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 [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
