Administrative Support Coordinator; Administrative Support Coordinator ll) Risk Management

Job no: 562566
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Responsibilities:

Administrative Support and Operational Coordination

• Coordinate administrative and operational support for the Executive Director of Risk Management and the Director of Environmental Health & Safety by managing calendars, scheduling meetings, coordinating appointments, tracking requests, preparing routine correspondence, supporting assigned administrative projects, and following up on pending items to ensure timely department operations.
• Receive, review, route, and respond to in-person, written, telephone, fax, and digital requests on behalf of Risk Management and EH&S leadership by applying established procedures, interpreting routine campus and CSU policies, identifying trends or recurring issues, and elevating sensitive or complex matters for leadership review.
• Prepare and maintain routine budget tracking and reconciliation reports by reviewing and analyzing People Soft and procurement records, monitoring expenditures, encumbrances, invoices, and payments, identifying discrepancies, summarizing routine fiscal trends, and coordinating follow-up with Finance, Procurement, and Accounts Payable to support accurate department records, timely resolution of routine fiscal issues, and management review of budget activity.
• Operate and maintain departmental business and office systems, including People Soft, Adobe Sign, SharePoint, Smartsheet, Microsoft 365 applications, financial tracking tools, and electronic records management systems, to support department operations, workflow tracking, records accessibility, and administrative reporting.
• Independently organize day-to-day administrative workflow under general supervision by setting priorities, tracking deliverables, coordinating with stakeholders, adapting to changing deadlines, and ensuring assigned work is completed accurately and on time.

Process and Workflow Support

• Review administrative workflows, records, and procedures to identify routine process gaps, duplication, or service delays; recommend practical improvements; and assist with implementation of approved changes to support efficient and consistent department operations.
• Develop and maintain SharePoint, Smartsheet, One Share, and similar workflow or records systems by creating trackers, organizing documents, updating information, generating status reports, and supporting digital access to department records and work processes.
• Create and maintain the office procedure manual by drafting and updating procedures, coordinating review with department staff, and ensuring information remains accurate, current, and consistently applied.
• Collaborate with department staff to support planning, coordination, and improvement of administrative work within the unit.

Records, Data Tracking, and Reporting

• Maintain accurate and organized records related to department functions, committees, training, hazardous waste, medical waste, invoices, reports, and other Risk Management and EH&S activities by using established filing structures, retention practices, and electronic records systems.
• Review department records and data for completeness by identifying missing or incomplete documentation, requesting updates from appropriate staff, maintaining check-out or tracking procedures, and supporting timely access to required information.
• Compile and maintain department KPI and program metric reports by gathering information from established data sources, updating tracking tools, identifying missing information or areas below established standards, and preparing…