Graduate Admissions Support Coordinator (Administrative Support Coordinator I), Graduate Studies
Graduate Admissions Support Coordinator (Administrative Support Coordinator I), Graduate Studies
California State University, San Bernardino
Job no: 556393 Work type: Staff Location: Southern California|San Bernardino - San Bernardino Campus Categories: Bargaining Unit|Unit 7 - CSUEU - Clerical and Administrative Support Services,Job Search Category/Discipline|Administrative,Appointment Type|Probationary,Time Basis|Full Time,Workplace Type (Exclude Inst Fac)|On-site (work in-person at business location)
The Graduate Admissions Coordinator provides administrative support and is responsible for coordinating the application process for graduate programs at CSUSB.
Job Summary:
The Graduate Admissions Coordinator provides administrative support and is responsible for coordinating the application process for graduate programs at CSUSB. This involves ensuring that applications are complete, maintaining student records, responding to student inquiries, and performing general office support tasks.
Responsibilities:
Graduate Application Downloading/Processing:
Ensure applications are complete by communicating with applicants and coordinating the intake of any missing application materials.
Download or scan official transcripts and store them in OnBase system.
Download applications from WebAdMIT to PeopleSoft system and prepare them for admission review by graduate coordinators.
Graduate Admissions Review Process:
Initiate transcript review workflow in WebAdMIT/CSU Apply in accordance with established processing procedures.
Examine application documents to confirm required materials are complete and organized in accordance with established admissions procedures prior to Graduate Coordinator evaluation.
Organize and document academic coursework and graduate examination materials to ensure required information is complete and prepared for Program Coordinator review.
Verify institutional accreditation status using established reference tools and document findings for review.
Prepare the Graduate Summary Work Sheet detailing all degree and demographic information pertaining to each graduate student applicant.
Student Admitting and Record Maintenance:
Monitor Web AdMIT/CSU Apply dashboard for queued student applicant changes, including but not limited to Major / Concentration updates, Corrections, Academic Plan/Program, and other changes.
Coordinate student record updates with the Registrar's Office following documented workflows.
Determine if additional information is needed from student applicants to assess eligibility.
Update PeopleSoft status in conjunction with Web Admit and OnBase.
Process admission status updates and facilitate distribution of acceptance communications in accordance with established procedures.
Communicate appeal information to program coordinators.
Follow-up with program coordinators regarding pending student status.
Receptionist Duties:
Respond to routine inquiries regarding general graduate admission requirements, deadlines, and application procedures.
Maintain the Grad Admissions e-mail and route inquiries to appropriate staff as needed.
In person, email or via telephone, provide standard explanations of published requirements and refer complex academic or eligibility questions to Graduate Coordinators.
Office Support:
Place office supply orders monthly.
Initiate purchase requisitions, as needed.
Other classification-related duties as assigned.
Minimum Qualifications:
High School diploma or its equivalent AND three (3) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Required Qualifications:
Typical knowledge and skill requirements: 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. Working knowledge of 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.
Preferred Qualifications:
A bachelor's degree from an accredited four-year college or university in a related field. Preferred experience includes working in higher education, admissions offices, administrative/student services roles, or a related field. Comprehensive understanding of the admissions process, covering application prerequisites, deadlines, and selection criteria. Proficiency in using office software, databases, and CRM systems is important for managing applicant information and communications. Ability to rapidly grasp new office support technologies and software applications. Attention to detail, ensuring precision in admissions processing. Provide excellent customer service to prospective students, answering their questions, and guiding them through the application process. Strong verbal and written communication skills. Ability to effectively communicate with prospective students, faculty, staff, and other stakeholders. Robust interpersonal skills for relationship building and collaborative teamwork. Independently handling simultaneous priorities and projects spanning multiple work units.
License / Certification
Valid CA Drivers License
Compensation and 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.
The CSU system 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.
The application deadline is: Thursday, April 2, 2026
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 https://calstate.policystat.com/policy/10899725/latest/. Click or tap if you trust this link." href="https://apptrkr.com/get_redirect.php?id=7016864&targetURL=https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcalstate.policystat.com%2Fpolicy%2F10899725%2Flatest%2F&data=05%7C02%7CJoseph.Ornelas%40csusb.edu%7C20d6e15faa464cfdbf9308de6380b2de%7Cd73b9eaa07c947c4a6cef13bee0e8117%7C0%7C0%7C639057601570238608%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=IvxBluRyw312NQksnVNl1%2BWBcuDAy5fU%2Fu1b4OIn1eE%3D&reserved=0">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).
CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g., H1B, F1, STEM OPT).
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Drivers License Check
Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
Mandated Reporter
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act
