Office Support Coordinator (Administrative Support Coordinator I) , Palm Desert Indian Wells Student Services

About the role

This position provides administrative and operational support for the Indian Wells Student Services office, including budget tracking, adherence to established policies and procedures, and coordination of daily office functions. The incumbent applies judgment in resolving routine administrative matters, coordinating projects, and guiding student assistants to support efficient service delivery. The position also assists in the planning and implementation of programs and events that promote student engagement, enhance student life, and foster a sense of belonging at the Palm Desert Campus.

Responsibilities

• Coordinates and tracks student engagement and orientation expenditures; prepares budget reports and monitors financial activity.
• Processes purchase requisitions, budget requests, and travel documents, ensuring compliance with CSU and campus policies.
• Captures and coordinates Executive Director’s travel, including preparing and reconciling requests, resolving issues, and submitting reimbursements.
• Maintains the Executive Director’s corporate card, including monthly reconciliation, compliance review, and adherence to deadlines.
• Applies CSU Hospitality Policy to support event coordination; ensures required forms and approvals are completed and identifies process improvements.
• Serves as the primary point of contact for students, faculty, staff, and visitors at the Indian Wells (IW) Student Services front office, providing information, referrals, and problem resolution.
• Coordinates fingerprinting services for on-campus hires, students, and community members; ensures compliance with CSU and state requirements.
• Provides lead work direction to student assistants, including training, scheduling, and oversight of daily tasks; monitors performance and provides input for evaluations.
• Coordinates hiring and onboarding with Human Resources/Student Employment, ensuring compliance with federal, state, and CSU requirements.
• Tracks Federal Work Study allocations and hours; develops recommendations to ensure compliance and prevent fund exhaustion.
• Ensures Federal Work Study training is completed by both student assistants and supervisors; interprets and applies related policies.
• Coordinates logistics for student engagement events, orientations, and signature programs; responsibilities include scheduling, space reservations, vendor coordination, hospitality compliance, and budget reconciliation.
• Works collaboratively with departments and external partners to plan, execute, and evaluate events; recommends improvements based on feedback and outcomes.
• Solves event-related issues, applying judgment and discretion to ensure successful execution and compliance with university policies.

Qualifications

• High School diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Experience to be fully functional in all technical aspects of work assignments.
• 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 a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Work with budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Strong customer service background with the ability to handle complex inquiries and resolve issues.
• Event coordination experience, including logistics, hospitality compliance, and cross-departmental collaboration.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook), as well as experience with databases, online forms, and digital tools (e.g., QR codes, shared drives).
• Excellent interpersonal skills and ability to work effectively with diverse student, staff, faculty, and community populations.
• Ability to analyze data, prepare reports, and make recommendations to improve operations.
• Fingerprint Certified with the U.S. Department of Justice.

Skills

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Experience with databases, online forms, and digital tools (e.g., QR codes, shared drives).
• Strong customer service background.
• Event coordination experience.
• Ability to analyze data and make recommendations.

Benefits

The salary offered will take into account internal equity and experience among other factors. Initial salary step placement will be Step 1 - $4,047 per month for qualified candidates. CSU Classification Salary Step Range: $4,047 - $5,896 per month (Step 1 – Step 20).

CSU provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information

• Work status: Full-time / Non-Exempt / Probationary
• Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.
• Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
• Staff: The application deadline is: August 5, 2026 at 11:55 PM California State University, San Bernardino, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California. California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e., H1-B Visas).