Administrative Support Coordinator I

at  California State University

Job no: 540759
Work type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union – CSUEU (Unit 7)
Job Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $3,680 - $4,381 per month
Work Hours: Monday – Friday, 8am – 5pm, unless notified otherwise

QUALIFICATIONS

• High School diploma or its equivalent.
• Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation and spelling.
• Thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects.
• Working knowledge of budget policies and procedures.
• Ability to:
• Apply a variety of policies and procedures where specific guidelines may not exist.
• Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Draft and compose correspondence and standard reports.
• Handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

PREFERRED QUALIFICATIONS

• Familiarity with housing license agreements and process preferred.
• Experience with on-campus systems such as PeopleSoft, Onity, CBORD, or related housing database system, University Financial Services procedures, and screens.
• Experience with campus outreach and recruitment events. Experience with student development.
• Strong customer service skills.
• Equivalent to one (1) year of experience with general office or clerical work.
• Basic knowledge of applicable university policy and procedures.
• Working knowledge of English, grammar, spelling and punctuation.
• Ability to:
• Identify and solve standard problems that occur within the staff, students and in general public.
• Set priorities, resolve moderate to complex issues using appropriate knowledge of procedures and exercising good judgment and refer or confer on difficult situations appropriately.
• Perform basic mathematical functions.
• Demonstrate effective written and verbal communication skills.
• Effectively respond to daily/routine inquiries from staff, students, and general public.
• Operate standard office equipment, word processing and related computer software packages.

Support Business Services & Operations

• Support Business Services & Operations
• Provide support to Administrative team working collaboratively on major
• projects/processes including annual contracting campaign, re-contracting of current residents, financial transmittals, room assignments, cancellation and refunds, transition activities between semesters.
• Provide support to and manage appointment schedule for Director for Business Services and Assistant Director for Business Services.
• Complete special projects as needed.
• Work with student staff to respond to all inquiries (including emails sent to
• housing@cpp.edu, phone calls, voice messages, and office visits).
• Lead and provide direction to front desk student assistants in daily assignments. Lead and train student assistants to dissemination information regarding policies and regulations.
• Special Project: Assist in annual stayover processes for summer and winter terms/breaks.

Process Accounts Receivables

• Accounts Receivable: point person for collection activities related to student housing and meal plan fees.
• Receive reports of outstanding student accounts.
• Track payments, develop payment plans, monitor accounts each semester.
• Perform collection activities: email, telephone, letters, in person contacts; prepare reports of outstanding receivables; prepare “Three Day Notice to Quit” letters for non-payment of fees.
• Works closely with Financial Aid and Student Financial Services in tracking expected aid and payment issues.

Coordinate Use of Hard Keys

• Maintain inventory of room and mailbox keys for 1,600 residents.
• Conduct audits each semester; reconcile differences with Key Shop.
• Receive and process requests for lost or stolen keys; request, track, and verify all lockset changes and new keys.
• Request and coordinate lockset and key requests with campus Facilities Key Shop.
• Contact students for key exchange.
• Track associated charges; reconcile charges on monthly basis with Housing Facilities Department; responsible for end of year key audit for transition to Summer semester and Summer Conferences.
• Responsible for end of summer audit and transition back to academic year – assuring availability and accuracy of keys.
• Coordinate with Housing Facilities in rotating core changes for security and reduction of ghost keys

Maintain Key Cards and Door Access

• Using computer-based access card systems to track student key access and expiration dates.
• Uses key card systems such as Onity and CBORD.
• Encodes access cards to new residents; deactivates and encodes new cards for lost or stolen cards
• Coordinates download of new residents each semester
• Update doors utilizing mobile unit for changes to access cards.
• Provide reports for security purposes.
• Provides access cards to staff, faculty and non-resident students for Fitness Express.
• Accepts and processes payments; maintain database of memberships

Process Cancellations

• Receive and process cancellation requests from residents.
• Verify reasons per contractual provisions.
• Obtain appropriate documentation per Student Housing License Agreement.
• Create and maintain cancellation database to include prorated charges and termination date for purposes of reconciling meal plan charges with Foundation services.
• Process refunds with Financial Services.

Track Meal Plans

• Assists with download of meal plans from Foundation Services into Student Housing Database System (StarRez).
• Track and verify meal plans with Foundation Services on weekly/monthly basis.
• Request meal plan cancellations and temporary freezes based on non-payment of fees.
• Track and monitor changes in meal plans and reinstatement of plans.
• Conduct monthly audits of meal plans