"Administrative Support Coordinator (Administrative Support Coordinator II), College of Social & Behavioral Sciences - Dean's Office"

Administrative Support Coordinator (Administrative Support Coordinator II), College of Social & Behavioral Sciences - Dean's Office

California State University, San Bernardino

Job no: 553136
Work type: Staff
Location: Southern California|San Bernardino - San Bernardino Campus
Categories: Bargaining Unit|Unit 7 - CSUEU - Clerical and Administrative Support Services,Job Search Category/Discipline|Administrative,Appointment Type|Probationary,Time Basis|Full Time,Workplace Type (Exclude Inst Fac)|On-site (work in-person at business location)

The Administrative Support Coordinator is responsible for the coordination and performance of academic, operational, financial, and personnel-related functions that support Air Force Reserve Officers' Training Corps (ROTC) cadet education and faculty success. The position serves as the liaison between the university, the U.S. Air Force, cross-town academic partners, and external organizations, requiring thorough knowledge of university infrastructure, policies, procedures, and Air Force ROTC processes. Work is performed independently under general supervision, and assignments are varied and complex, requiring judgment and diplomacy in handling confidential information and sensitive issues in accordance with established procedures. Serves as a resource for the program coordinator, faculty, and students to ensure smooth workflow and program support. Collaborates in a team environment to track and complete assignments. Meets all required University, College, Department, and office deadlines inclusive of forms, processing, scheduling, contracts, assignments, etc. The position also stays current with applicable policies and acceptable practices to ensure compliance and effective program operations.

Job Summary:

The Administrative Support Coordinator is responsible for the coordination and performance of academic, operational, financial, and personnel-related functions that support Air Force Reserve Officers' Training Corps (ROTC) cadet education and faculty success. The position serves as the liaison between the university, the U.S. Air Force, cross-town academic partners, and external organizations, requiring thorough knowledge of university infrastructure, policies, procedures, and Air Force ROTC processes.

Work is performed independently under general supervision, and assignments are varied and complex, requiring judgment and diplomacy in handling confidential information and sensitive issues in accordance with established procedures.

Serves as a resource for the program coordinator, faculty, and students to ensure smooth workflow and program support. Collaborates in a team environment to track and complete assignments. Meets all required University, College, Department, and office deadlines inclusive of forms, processing, scheduling, contracts, assignments, etc. The position also stays current with applicable policies and acceptable practices to ensure compliance and effective program operations.

Responsibilities:

Student Support

• Provides detailed information and assistance to current and prospective cadets regarding Air Force Reserve Officer Training Corps (AFROTC) admissions, medical requirements, and university integration.
• Coordinates course scheduling each semester by working with the Department Chair and Program Coordinator to build, review, and submit class schedules; secures classrooms, resolves conflicts, and ensures accurate updates to the course catalog to facilitate effective program delivery.
• Assists with CSUSB main campus and open university enrollments, CSU cross-enrollments, and CSU intra-system enrollment processes for cadets from partner colleges and universities. Works with CSUSB's Registrar to resolve enrollment conflicts or errors.
• Prepares and provides faculty with class rosters each term and tracks registration to keep faculty informed of cadet enrollment status.
• Reviews and verifies cadet academic standing and AFROTC commissioning requirements. Supports completion of commissioning paperwork.
• Maintains and updates cadet records in WINGS, the Air Force ROTC tracking system, including accurate documentation for all active cadets, participating students, and scholarship candidates.
• Coordinates the High School Scholarship Program (HSSP), including but not limited to, collection of application materials, scheduling interviews with Admissions Liaison Officers (ALOs), assisting with applicant outreach, compiling documentation, and ensuring all program deadlines are met.

Faculty Support

• Provides onboarding support for new cadre, volunteers, and adjunct faculty by preparing appointment documents (e.g., volunteer forms), coordinating email, computer, gym, parking, and key access, connecting personnel with appropriate university contacts, and submitting parking requests for guests as needed.
• Coordinate separation and clearance paperwork for departing personnel and ensure timely return of keys, equipment, and access control items.

Budget Support

• Tracks and maintains department budgets, including operating funds, military funding, Professional and Continuing Education (PACE) funds, and auxiliary accounts to ensure accurate recordkeeping.
• Processes purchasing actions from start to finish, including but not limited to, initiating purchase requisitions, tracking purchase order status, receiving goods/services, processing invoices, and closing out purchase orders in compliance with university and Air Force financial procedures. Coordinates with the Department Chair/Program Coordinator for spending approvals and fund allocation prior to initiating transactions and ensures purchases align with CSUSB procurement policies.

Event Planning

• Coordinates logistics for annual Dining Out (cadet award ceremony), commissioning ceremonies, and other formal military events to support successful program operations.
• Collects and verifies cadet award eligibility to ensure accurate recognition of achievements.
• Work with the College to support ROTC involvement in CSUSB Commencement.
• Provides support for joint ROTC color guard events and ceremonial support.

General Program Operations

• Serves as program telephone coordinator, distributes mail, and prepares outgoing correspondence.
• Submits IT and Facilities repair requests, orders and maintains inventory for department office supplies, instructional materials, and cadet uniforms.

Other classification related duties as assigned

Minimum Qualifications:

• High school diploma or its equivalent
• 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.

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.

Classification Salary Range: $4,367 per month - $6,362 per month (Salary 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:

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: February 10, 2026