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Administrative Support Coordinator

Apply now Job no: 513203
Work type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

Type of Appointment: Full Time, Temporary

Collective Bargaining Unit:  7

Job Classification: Administrative Support Coordinator I

Classification Salary Range: $3,276 - $5,148 monthly

Anticipated Hiring Range: $3,800 - $4,100 monthly

Work Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m., unless otherwise notified.

 

Recruitment Closing Date: Open Until Filled

First Review Date: August 11, 2022

 

THE DEPARTMENT:

Outreach, Recruitment & Educational Partnerships (OREP) is responsible for outreach and recruitment of prospective domestic undergraduate students and plays a key role in enrollment planning and reporting. OREP provides dedicated quality outreach and recruitment programs and strategic communication to prospective students, schools and community organizations and the delivery of student services that support recruitment, college readiness, and persistence. Additionally, building collaborative community and educational partnerships with external constituents and partners is a key component of the University's outreach efforts. OREP reports to the Presidential Associate for Community & Campus Partnerships & Student Experience in the Office of the President.

DUTIES AND RESPONSIBILITIES: 

Administrative Support:

  • Serves as an integral point of contact for OREP while providing the highest level of customer service when greeting visitors and guests, including community partners, students, parents, faculty, and staff.
  • Responsible for scheduling appointments for the Presidential Associate to include anticipating impact on daily, weekly, and monthly schedules; coordinate travel arrangements, submit travel authorizations and expense claims.
  • Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; ability to interpret and apply policies and procedures independently; and use judgment and discretion to act when precedents do not exist.
  • Ability to independently handle multiple work unit priorities and projects.
  • Effectively handle interpersonal interactions at all levels to include confidential and sensitive interpersonal situations.
  • Prepare routine correspondence to include proofreading to ensure accuracy of content, grammar, punctuation, and spelling. Ability to write and present reports.
  • Coordinates administrative functions to include ordering office supplies, reserving conference rooms or meeting spaces, and requesting catering.
  • Ability to perform business math, analyze budgetary data, make accurate projections, and track expenditures.
  • Assists in creating and producing printed materials (e.g. agendas, brochures, invitations, nametags, workshop programs, and tent cards).
  • Takes appropriate action to successfully resolve time sensitive issues; ability to use negotiation and persuasion skills to achieve results and expedite projects.

Project and Event Support:

  • Assists with planning and coordination of special projects/events organized by OREP to include reserving meeting spaces, ordering catering, and working collaboratively with Facilities Management, Parking & Transportation, and other campus units, as needed.
  • Provides general administrative support for ad hoc committees under the oversight of the Presidential Associate.

Project and Event Support:

  • Provide communication support for OREP events and special programs to include website updates, development of email drip marketing campaigns, managing social media platforms, CRM event specific messaging, and other event tracking platforms.

QUALIFICATIONS:

  • High school diploma or equivalent.
  • Five years of progressively responsible experience in general office, clerical, or administrative functions, working in a fast-paced, high functioning work environment.
  • General knowledge of applicable university infrastructure, policies, and procedures.
  • Thorough knowledge of office methods, procedures, and practices.
  • Proficient in standard office software packages.
  • Thorough knowledge of English grammar, punctuation, and spelling.
  • Ability to learn, interpret independently, and apply a variety of complex policies and procedures.
  • Ability to apply independent judgment, discretion, and initative to address issues and develop practical, thorough, and creative solutions.
  • Ability to perform standard arithmetic functions, including tracking and analyzing data.
  • Effective interpersonal skills and problem-solving techniques to aid with external/internal contacts.
  • Demonstrated competence in effectively presenting material in writing.
  • Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.

PREFERRED EXPERIENCE: 

  • Experience working in a higher education environment.
  • Demonstrated experience in an administrative level support role.
  • Ability to exercise considerable, independent judgment with a thorough knowledge of professional administrative procedures involving in-depth problem-solving techniques.
  • Proficiency with Microsoft Office software and proficiency with PeopleSoft/Oracle.

 

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

 

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.  

 

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona 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 Cal Poly Pomona employee who was conditionally offered the position.  See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.  

 

I-9

Cal Poly Pomona 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.

 

Child Abuse/Neglect Reporting Act (CANRA)

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. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

 

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/.  

 

Clery Act

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 Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml.

 

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 the ADA Coordinator by email at ADACoordinator@cpp.edu. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

 

EEO

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.

 

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