CLASSIFICATION TITLE: Administrative Support Coordinator I

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before December 31, 2026. Any continuation beyond December 31, 2026 is contingent upon satisfactory performance and available funding.

FT/PT: Full-time   

PAY PLAN: 12-month   

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $4,047 - Step 4 $4,295

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,047 - $5,447

PAY BASIS: Monthly  

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Project Rebound is a campus support program for formerly incarcerated students. The program is designed to make higher education more accessible and supportive of formerly incarcerated students so that they can acquire the knowledge and skills of a university education, enhance their capacity for civic engagement and community leadership, secure meaningful and gratifying employment, empower themselves and their families, and ultimately make stronger, safer communities. To that end, Project Rebound conducts outreach with currently and formerly incarcerated populations, offers guidance for the university application process, and provides mentorship and a sense of community for students accepted in the CSU Bakersfield.

Under the general supervision of the Director of Project Rebound, the Administrative Support Coordinator I (ASC I) provides and coordinates the full range of administrative activities for the department, assists with the department budget, and coordinates a myriad of activities related to the Project Rebound Initiative and formerly incarcerated students transferring from correctional institutions to CSU Bakersfield. In addition, the coordinator acts as the first point of contact and serves as a resource to the Program director, staff, and students. The ASC I assists in arranging and compiling pre-college information and materials and supports various presentations and educational activities for inmates in participating correctional institutions.

DUTIES & RESPONSIBILITIES:

Coordinate Administrative Activities for Department

1. Provide administrative support to the Director by scheduling meetings (in person and via Zoom), coordinating Director’s Outlook calendar, and making Concur travel arrangements in accordance with established procedures.
2. Serve as a main point of contact for the department by screening and responding to walk-in visitors, telephone calls, and electronic correspondence, ensuring inquiries are addressed promptly and directed to the appropriate individual or office.
3. Interpret policies and procedures to address routine problems using appropriate reasoning and judgement. Elevate more complex questions or problems to the appropriate individual.
4. Co-lead student employees by scheduling and providing daily direction on work assignments.
5. Schedule on-and off-campus meetings in 25 live, Outlook, and Project Rebound social media sites as directed.  
6. Create, maintain, and complete administrative forms, letters, procedures, and reports by compiling required information and reviewing for completeness and accuracy by identifying and recording relevant information.
7. Provide website support for the department using Omni CMS, and Cascade to ensure the website reflects the most current information about Project Rebound at CSUB.
8. Support a safe work environment by following and assisting with implementation of university safety protocols and procedures.
9. Maintain inventory records and process procurement requests for supplies, equipment, and materials in accordance with campus policies and procedures.
10. Provide input and observations regarding administrative processes by identifying procedural issues and sharing suggestions with program staff to support operational efficiency and accuracy.
11. Maintain an asset inventory of all Project Rebound electronic devices assigned to the department by Information Technology (IT), including tracking assignments and returns.

Department Budget Support

1. Assist with the planning and managing of budgets, including gifts, donations, and special initiatives by gathering, compiling, and organizing specialized data from a variety of sources to prepare routine reports on a regular basis.
2. Monitor, project, and reconcile fiscal accounts by reviewing transactions, identifying discrepancies, and reporting issues to appropriate staff.
3. Identify appropriate funding sources by reviewing account information and confirming availability in accordance with established guidelines.
4. Prepare billing requests and track purchases and revenue by maintaining records and updating tracking tools.

Project Rebound Workshop & Event Support

1. Assist with logistical support for Project Rebound workshops and events by scheduling rooms, contacting speakers at the direction of program staff, preparing event materials, submitting payment paperwork for speakers and vendors, and assisting with event setup and breakdown.
2. Monitor and track student participation in various activities.
3. Respond to various and routine inquiries related to Project Rebound via in-person, phone, email, and social media by providing general program information or referring inquiries to appropriate staff as needed.
4. Provide administrative support to University Outreach and Project Rebound activities by sharing event information, distributing promotional materials, and assisting with outreach efforts as directed.
5. Support coordination efforts with faculty and staff by communicating event logistics, confirming attendance, and assisting with preparation of materials to support campus events.

Project Rebound Student Support

1. Monitor and track student participation in Project Rebound activities using established databases and spreadsheets.
2. Assist with data collecting activities required for reporting by compiling information from existing records and tracking tools.
3. Provide administrative support for Project Rebound orientation sessions and maintain student academic advising files and records in accordance with established procedures.
4. Process student-related paperwork and notifications.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High School Diploma or GED and four (4) years of recent (within seven years) progressively responsible administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Excellent ability to exercise confidentiality, discretion, and independent judgment and to handle highly sensitive interpersonal issues.
• Ability to demonstrate sensitivity to the needs of formerly incarcerated students.
• 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 office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects with minimal direction.
• Ability to independently apply 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 calculating ratios and percentages, tracking financial data, and making simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Ability to respond to inquiries and explain standard policies and procedures to others.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Basic computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Competence with Windows based software such as Word and Excel and use of the internet.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs.  May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience working within an academic higher educational setting.
• Experience working with formerly incarcerated populations, direct personal experience of incarceration preferred.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

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.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect.  All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams, Associate Vice President of Civil Rights & Compliance, (661) 654-2713.