Job Summary

Under general direction, the Employment Services Coordinator serves as the first point of contact for the Employment Services department. Greets customers with enthusiasm and identifies their needs via phone or in-person. Provides an entire clerical and administrative support to the Employment Services team. Coordinates the onboarding program which includes reviewing and preparing sign-in documents, checking electronic sign-in process, setting up the conference room and onboarding new hires. Provides guidance on recruitment processes and status updates, posting career opportunities as needed, receiving and maintaining confidential information/data and entering data in automated Human Resources systems and databases. Assists with the training of student assistant.

Responsible for maintaining and archiving recruitment files, gathering data to create reports, and interacting with and solving problems for customers and department staff. Uses customer service and problem solving skills to respond to applicants and customers via email, telephone, and in person. Coordinates and schedules meetings and events. Coordinates and works with individuals at all levels within the organization.

Responsibilities

Cross Functional Coordination & Operational Support, duties include but not limited to:
• Perform office coordination operations and liaise with all external partners to maintain working relationships with university administration, faculty and staff, distinguished alumni, and others.
• Screen calls, emails, in- person visitors to appropriate HR Departments, assist and answer general or complex HR inquiries; routes to appropriate respective HR personnel if needed.
• Ability to communicate effectively via verbal, written, and electronic correspondence (e.g., answering phones, sending emails, responding to department inquiries, etc.).
• Distributes office documents, process mail, and submit work orders as needed.
• Order/replenish office supplies and maintain inventories.
• Coordinates the off- boarding process.
• Assist with approval and processing of Volunteers and third- party requests for system access. Monitor and assist with determining if background checks or live scans are needed.
• Complete unemployment verifications (i.e., EDD, Equifax, etc...) as needed.
• Track, monitor, send notices, and reverify upcoming reverifications for Federal I9 compliance.
• Coordinate and perform data entry and updates in PeopleSoft, including but not limited to name changes, POI requests, and educational updates. Ensure accuracy of records and route required documentation to Payroll and Benefits in accordance with established procedures.
• Serves as backup support to the background check process for all new hires and maintains compliance with policy standards.
• Assist in responding to transactions and data entry within PeopleSoft and/or other systems for student employees (i.e. hire, change job, end job, personnel data changes, etc.) to ensure timely and accurate processing during high peak times.
• Support the Director on special projects as required.
• Employment Services Drupal Coordinator for website updates.
• Assist Director in developing a project plan list and outline deadlines and monitor the progress of Employment Services projects.
• Assist to create surveys, compile, and analyze data and create reports with recommendations to evaluate the effectiveness of Employment Services programs.
• Coordinates the employment services office calendar.
• Provides coordination for the Director’s calendar, travel, and meetings; gathering background and supplemental information, maintaining meeting agendas, taking meeting minutes, and following up on action items as needed.

Onboarding Delegate
Typical responsibilities include, but not limited to:
• Performs onboarding and employment related business processes and recruitment for all staff, management, students, and faculty.
• For all new hires, monitor and ensure completion of HR onboarding compliance forms, Tracker Federal I-9 process, and Mandated Reporter through the CSU Recruit/onboarding portal.
• Prepare/gather documents and review for personnel file.
• Serve as a point of contact for onboarding portal users.
• Provide guidance to onboarding delegates and applicants to ensure completion of tasks to be completed.
• Monitor Campus Request Forms through Adobe Sign.
• Creation of Zoom sessions for Virtual Onboarding; schedule an onboarding session for each new hire and send out calendar invitations for in person and virtual onboarding.
• Meet with each new employee to review documents completed.

• Assist with Human Resources projects and events.
• Assist with planning, presenting and/or coordinating the New Employee Orientation (NEO).
• Perform all other classification related duties as assigned.

Minimum Qualifications: Required Education and Experience

High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Knowledge, Skills, and Abilities

• 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

• In- depth knowledge of university infrastructure, policies, procedures, and administrative processes.
• Proficiency in interpreting and applying a wide range of university, state, and federal employment- related policies and procedures, with the ability to act independently in situations where clear guidelines may not exist.
• Demonstrated ability to troubleshoot and resolve complex administrative issues while anticipating broader impacts on the division and university operations.
• Strong command of English grammar, punctuation, and spelling, with the ability to draft, edit, and compose professional correspondence and reports.
• Expertise in office administration and the ability to handle multiple priorities and projects with minimal supervision.
• Advanced proficiency in a wide range of office software, systems, and technology tools (e.g., Microsoft Office Suite, Zoom), with the ability to learn and adapt to new systems quickly.
• Effective written and verbal communication skills, with the ability to present information clearly and confidently at all organizational levels.
• Ability to maintain confidentiality and ensure the secure handling of sensitive employment and personnel records.
• Strong critical thinking, research, analytical, and problem- solving skills with the ability to make sound decisions and exercise discretion and good judgment.
• Experience working collaboratively in a team environment, contributing to shared goals and supporting a positive workplace culture.
• Working knowledge of applicable state and federal employment and education laws and regulations relevant to human resources functions.
• Demonstrated ability to prioritize tasks, manage time effectively, and adapt to changing workloads and deadlines in a fast- paced environment.

Compensation and Benefits:

Anticipated Hiring Range: minimum $4,058 - maximum $4,412 monthly. 

Classification Salary Range: minimum $4,058 - maximum $6,653 monthly. 

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:

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: Tuesday, August 12, 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.

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.

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