Administrative Support Coordinator (Administrative Support Coordinator II), College of Extended and Global Education - International Extension Programs

Job Summary :

This position coordinates entire clerical and administrative support for program activities including but not limited to initiation, execution, coordination, implementation, and evaluation of International Education Programs (IEP) - such as English Language Program (ELP), Study in the USA (SUSA), Academic Pathway Program (APP), and other customized short-term programs.

Produce statistical data analysis for student enrollment reports and various other reports.

Duties and responsibilities

Utilize detailed knowledge of the University's infrastructure, policies, and procedures to process and respond to emails in the International Education Programs (IEP) inbox regarding the conditional admission process, enrollment process, application process, and various students’ inquiries.

Continual contact is maintained to ensure students receive their student visas in order to attend an English Language Program (ELP) in the United States (.

The administrative Support Coordinator (ASC) will provide complex administrative support from pre- admission to post admission by guiding students and their agents / partners regarding IEP programs, eligibility for various IEP programs, the conditional admission process, and the requirements for admission into an IEP program.

• Ability to handle a broad range of operational and procedural office and administrative problems. Duties include but are not limited to processing international applications, preparing student materials like document checklists and ID’s, reviewing student document submissions and their validity, generating acceptance letters ensuring immigration guideline are met, and assisting with holds for health insurance, documents, and financial scholarships.
• Verifies students' customer accounts in PeopleSoft and whether health insurance has been paid and whether there are holds on their student accounts.

Contacts students if there are outstanding balances, if they have not yet enrolled into health insurance, and if holds need to be removed.

Coordinates the tracking of students' statuses and programs in PeopleSoft. Initiates the quarterly post-census process to track students' status, including whether they returned to their home country, enrolled, matriculated to the university, or did not enroll.

Generates statistical reports on IEP programs, student demographics, partnership and agent referrals, CSUSB degree matriculation, transfers to other .

universities, current vacation quarters, and non-admissions, exporting results into MS Excel spreadsheets to manipulate and analyze data for the application report (biweekly after open enrollment) and various reports (.

IEP Enrollment Reports, Institute of International Education (IIE) Reports, and Annual Reports) as requested by the Assistant Dean and colleagues.

• Collaborate with partnering agents regarding student records in PeopleSoft for tracking and invoices. Coordinates and monitors conditional admissions of students between IEP and International Admissions Office using PeopleSoft notification to streamline the communications of the students who wish to take the English Language Program (ELP) and be admitted to a university degree program.
• Generates a report to campus partners that includes the table of quarterly campus fees, along with the list of enrolled students, to allow students to access the gym, library, and other facilities on campus.
• Utilize office support technology and systems to generate student lists through queries of applicants, current, and returning students, and create enrollment templates for the marketing department to email students with enrollment information and late fee deadlines.
• Serve as the International Admissions Office liaison to assist students with the conditional admission process and provide guidance to partnering agents applying for conditional admission to a degree program.
• Handle multiple work unit projects and priorities such as collaborating with IEP colleagues to optimize processes and support the program administrator pre- and post-student arrival.

Coordinate and deliver IEP program orientations and conduct their evaluations.

• Assist with planning upcoming enrollment and late fee dates for the English Language Program, SUSA, and Academic Pathway for CSUSB Web Services to update accordingly.
• Create Course Preparation Forms (CPFs) for IEP program courses, including Special Sessions courses and ensure classes are built in PS.

Generate instructor contracts and payroll processing forms for IEP programs.

Perform complex clerical and administrative work including but limited to serving as the Designated School Official (DSO) for IEP in Student and Exchange Visitor Information System (SEVIS);

issue I-20s for IEP students, maintain SEVIS immigration records, process transfers, travel signatures, and change of status.

Implement new internal and inter-departmental processes such as SEVIS Transfer Tracking and IEP Online Student Requests.

• Maintain files and records, performing audits on student files to verify issuance of immigration documents, receipt of requested documents, and status of conditional admission applications to degree programs.
• Scan completed IEP application forms, payment receipts (application and tuition fees), class change / refund forms, etc.

and organize scanned documents to student’s folders.

• Serve as the main contact and coordinator for IEP housing and on-campus housing. Assess and arrange accommodations for various client groups.
• 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.

Preferred Qualifications :

• Bachelor’s or Master’s degree is preferred.
• Expertise in Excel and basic enrollment data analysis are preferred.
• PeopleSoft Experience.
• Work experience as a Designated School Official (DSO) is preferred.
• Ability to work professionally, collaboratively, and collegially with a diverse group of people, clients, students, and co-workers.
• Working knowledge of budget policies and procedures and ability to perform business math, such as calculate ratios and percentages, track and analyze financial and / or budgetary data, and make accurate projections requiring some inference.
• Ability to independently handle multiple work unit priorities and projects; ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Active problem-solving skills are required along with effective and sensitive interpersonal skills.

Compensation and Benefits :

Anticipated Hiring Range : $4,000 - $4,200 per month

Classification Salary Range : $3,865 - $6,336 per month

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 .

Position Information :

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 : July 2, 2024

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 in not a sponsoring agency for staff or management positions (. 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.

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.

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 .

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

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

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at .

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 :