Job Summary:

Provide a full range of routine clerical and administrative support functions to support the departments under the purview of the Chief Information Officer (CIO), including Digital Transformation (Dx), Information Security and Compliance (ISC), and Strategic Technology Initiatives (STI).

Duties and Responsibilities.

• Reporting to the Director of Information Security and Compliance, the administrative support coordinator will work under the general direction of the directors of Information Security and Compliance, Digital Transformation, and Strategic Technology Initiatives.
• Process Cash Posting Order (CPO) requests. Track, order, and maintain inventory of office supplies and Personal Protective Equipment (PPE). Coordinate travel arrangements, submit travel requests, and process travel expense documentation through Concur for reimbursement in compliance with CSU policies and procedures.
• Effectively communicate with campus partners, answering incoming calls and assisting callers according to university policies and procedures.
• Ability to handle multiple work unit priorities including but not limited to maintaining the calendars of the Director of Digital Transformation, the Director of Information Security and Compliance, and the Director of the Office of Strategic Technology Initiatives. Coordinate and schedule meetings, including IT Governance Subcommittee meetings, and provide logistical support. Attend meetings as needed and record accurate meeting minutes when necessary.
• Support Information Technology Services (ITS) in absence of other Administrative Support Coordinators (ASC’s). Duties may include coordinating and supporting hiring search committees.
• Serve as a timekeeper and attendance clerk for staff and student payroll. Coordinate recruitment and hiring process for new staff and student assistants.
• Provide lead work direction to newly hired staff and student assistants, guiding them through campus procedures and operational processes. Accurately maintain department records.

Information Security and Compliance

• Information and Communication Technology (ICT): Assist in outreach to requesters and vendors to obtain and review required security documentation, including the Higher Education Community Vendor Assessment Tool (HECVAT), for submissions involving sensitive information.
• Computerized Information Access (CIA) Requests: Assist with monitoring CIA form queues, as well as outreach to requesters of access, CIA delegates, ITS Training Services and many other various stakeholders’ campus-wide for the completion of CIA requests.
• CSULearn Compliance: Assist with compliance tracking and outreach to individuals who have overdue/expired/incomplete training for Data Security/FERPA, HIPAA, and Red Flag training modules.

Digital Transformation:

• Apply thorough knowledge of office systems to upload files to the website and update information using Drupal.

• Assist in maintaining portions of the ITS website.

• Maintain the inventory of computers and printers with the office of Property Management.

Procurement:

• Track financial data, reconcile accounts, monitor department budgets, and make simple projections.
• Process documentation for payments for Accounts Payable and printing requests.
• Reconcile the monthly procurement credit card report and process requisitions for purchase orders in the Purchasing department.
• Maintain records of renewals for agreements and software.
• Maintain department Procurement Card and settle statements, maintain department orders, facilitate the purchase of supplies for the department, and maintain inventory.
• Submit work requests and printing requests.
• Contact outside vendors for different projects and follow through with quotes and purchases.

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.

Compensation and Benefits:

Anticipated Hiring Range: $3, 864.00/mo

Classification Salary Range: $3, 864.00 - $6, 072.00/mo

The salary offered will take into account internal equity and experience among other factors.

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/Temporary (up to one year with the possibility of further renewal)

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 11, 2025

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).

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.

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