Job No. 546897 SSE Dean's Assistant

CLASSIFICATION TITLE: Administrative Support Coordinator II

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before December 31, 2025. Any continuation beyond December 31, 2025 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: $4,058 - $4,800

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

CSU CLASSIFICATION SALARY RANGE: $4,058 - $6,653

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, 14 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE: Within the College of Social Sciences and Education (SS&E), the Dean's Office serves all departments within the school, including grants and sponsored programs. It is responsible for reviewing and processing student, staff and faculty campus forms including travel, direct pays, timesheets, and RTP files. The Dean's Office also serves as a resource to all departments within the College of SS&E for new or updated information, organizing commencement ceremonies, and organizing meetings that provide pertinent information to campus staff, faculty, and the community.

The Administrative Support Coordinator Il, under the general direction of the Dean, acts as direct support to the Dean, is responsible for assisting the Dean's Office with scheduling meetings, organizing travel, event planning and coordination, providing input for staff decisions and evaluation, office organization, and conducting research to contribute to solutions for a range of operational and procedural office and administrative issues. The incumbent is a resource for office staff and faculty, applying appropriate protocol and general information, providing input for informed decision making, and maintaining academic policy compliance.

DUTIES & RESPONSIBILITIES:

Assist Dean & Dean's Office Staff

• Independently provide comprehensive administrative and operational support to the Dean and Dean’s Office staff, ensuring efficient workflow, effective communication, and adherence to university policies.
• Maintain and monitor the Dean’s calendar, coordinating complex scheduling needs and resolving conflicts as necessary.
• Schedule daily, weekly, and monthly meetings, ensuring alignment with multiple stakeholders’ availability.
• Arrange travel, prepare itineraries, and process reimbursement forms for the Dean and Associate Dean, ensuring compliance with university policies.
• Coordinate and monitor the progress of small and large independent and collaborative projects and events assigned by the Dean.
• Serve as a liaison between the Dean’s Office and internal and external entities, disseminating information with professionalism and discretion to appropriate parties.
• Prepare and distribute meeting agendas, take and transcribe meeting minutes, and follow up on action items for the Dean and Dean's office staff.
• Assist with drafting, editing, and proofreading memos, letters, and other correspondence on behalf of the Dean.
• Serve as the office contact for maintenance of office equipment through the IT department.
• Create, submit, and track work orders for area building maintenance concerns and issues.           
• Maintain confidential office files in compliance with university policies.

Coordinate Front Office Activities for Dean's Office

• Provide frontline customer service, greeting and assisting students, faculty, staff, and community members with inquiries and referrals.
• Perform and oversee general office functions such as answering phones and conveying messages, screening and distributing mail, submitting work orders, and monitoring office for equipment maintenance/repairs as needed.
• Provide lead direction to other office staff as directed, ensuring consistency in office operations.
• Create, maintain, and complete forms, letters, procedures and reports, and other communications from the Dean’s Office with external entities and review for completeness and ac