Administrative Support Coordinator; Administrative Support Coordinator Environmental Health

Administrative Support Coordinator (Administrative Support Coordinator I), Environmental Health & Safety
California State University, San Bernardino

Job No: 542977

Work type: Staff

Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)

Under general supervision, the administrative support coordination will provide a full range of secretarial and administrative support to the Environmental Health and Safety Department and Risk Management Office.

Administrative Support Duties:

• Provide direct support to the Environmental Health and Safety (EH&S) Director, including but not limited to, scheduling meetings, maintaining calendars, receiving calls, and coordinating appointments.
• Ability to handle multiple work units with priorities including assisting with travel arrangements by registering the Director for webinars and conferences, coordinating hotel reservations for the best pricing, inputting travel requests, and facilitating the completion of standard expense reports.
• Receive and handle general department calls, providing professional and timely responses, quality customer service, and routing calls to the appropriate team member or campus resource.
• Utilize standard business math along with budget policies and procedures to monitor the department's budget by tracking expenses, identifying sufficiently funded accounts, and highlighting areas of projected overspending to the Director.
• Create requisitions for Purchase Orders, schedule services with vendors, process invoices, track cost recovery, and monitor payment status to ensure all accounts remain in good standing.
• Maintain an inventory of department equipment and supplies and use the data to make simple projections of potential cost savings.
• Under general supervision, carry out assigned project activities, demonstrating ability to self-start, evaluate project milestones, estimate time requirements, and provide regular progress updates. Accountable for end results.
• Communicate deadlines and dependencies to team members to ensure timely completion of interdependent tasks.
• Serve as the designated submitter for department service requests to Facilities Management and Information Technology Services (ITS), tracking requests and providing follow-up to leadership as appropriate.

Process Development:

• Assist in documenting current office procedures and, under general supervision, provide suggestions for enhancing operational processes and standards.
• Assist in the creation and maintenance of an office procedure manual.
• Collaborate with team members to identify opportunities for increased efficiency in administrative workflows.
• Apply knowledge and skills in standard office procedures to contribute insights for process enhancements within the unit.

Record Keeping:

• Maintain accurate and organized records related to department functions and projects.
• Implement and adhere to department records and retention schedules.
• Maintain records related to hazardous waste, medical waste, training, invoices, and associated reports, following guidance provided by specialists.
• Utilize electronic and voicemail systems for efficient documentation.
• Organize departmental efforts to digitize records in new and existing areas, focusing on practical implementation rather than strategic planning.

Customer Service:

• Greet customers and visitors, providing a welcoming and professional atmosphere.
• Utilize thorough, detailed knowledge of applicable university infrastructure, policies, and procedures to respond to general inquiries and provide information to visitors about core departmental functions.
• Answer and promptly log calls, directing them appropriately within the department.
• Address inquiries and requests from individuals at all levels within the organization with professionalism and responsiveness.
• Demonstrate clear and effective communication skills both orally and in writing.
• Provide guidance on standard office procedures and department technology systems to customers as needed.
• Foster a positive and collaborative environment through effective communication.

Customer Engagement and Support:

• Engage with customers to understand their needs and expectations.
• Provide general support related to standard office procedures and department technology systems.
• Offer general overviews of program areas and make appropriate recommendations to empower customers in finding the information they need.
• Identify team engagement opportunities by tracking significant milestones such as staff birthdays and work anniversaries and facilitate recognition opportunities to celebrate team members.

Other Duties as Assigned:

• Undertake other classification related duties as assigned by supervisors or as necessitated by evolving organizational needs.
• Contribute to special projects and initiatives as directed.

Minimum Qualifications:

• High school diploma or its equivalent AND three years of progressively…