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

 

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