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Administrative Support Coordinator I (Temporary Position)

Apply now Job no: 517341
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: California State University Employees Union - Unit 7

Job Classification: Administrative Support Coordinator – 12 month

Classification Salary Range: $3,276 - $5,148 per month

Anticipated Hiring Amount: $3,276 - $3,440 per month

Work Hours: Monday – Friday 8:00 a.m. – 5:00 p.m.

 

Recruitment Closing Date: September 28, 2022

 

THE DEPARTMENT

The College of Science Dean’s Office provides administrative and technical support to seven academic departments and several programs that educate students at both the undergraduate and graduate levels and provides support students in other colleges who need fundamentals and foundations in science.

 

DUTIES AND RESPONSIBILITIES

Assistant to the Dean and Associate Deans and their Assistant

  • Schedule and arrange detailed and complex meetings and appointments for the Dean and Associate Dean. This includes scheduling College of Science conference rooms and special events during times of high-volume workload.
  • Assist/back-up the dean’s office ASC for college operations as liaison with Facilities Management and vendors.
  • Process and organize general College of Science documents and records.
  • Collect and review requests to recruit and hire tenure-track faculty, probationary staff, and temporary staff.
  • Collect completed student and peer evaluations of faculty teaching, and ensure they are properly filed in PAFs. Collect and review annual reappointment, tenure, and promotion (RTP) request packets from department RTP Committees (DRTPCs), ensuring that RTP process deadlines are strictly followed.
  • Assist the ASC for college operations with monthly student assistant payroll reports from college departments for approval by the Associate Dean.
  • Interact with both on-campus and off-campus individuals and organizations to obtain/report information and resolve problems.
  • Purchase office supplies for dean’s office, SEES, CeMAST, and the advising center using state and Foundation p-cards. Reconcile both Foundation and state purchasing card statements.

Provide Student Assistant (Receptionist Support):

  • Assist the ASC for college operations in recruiting, recommend hiring, and training dean’s office student assistants.
  • Plan and coordinate clerical work activities for the student assistants.
  • Assist the ASC for college operations with processing payroll certification for dean’s office student assistants.

Serve as backup for College of Science Receptionist (Student Assistants):

  • Provide moderate to complex office, clerical, and secretarial support to students, faculty, and staff.
  • Greet walk-in faculty, staff, students, and visitors.
  • Answer front desk telephone and direct calls.
  • Respond to inquiries from the public.
  • Receive and distribute mail and documents submitted at the front counter.
  • Maintain various dean’s office files and records.
  • Handle copying and mailing for the College office.

Shared Services

  • During high volume periods, will assist college departments with registration, scheduling, and scheduling advising as needed. If needed, this may include assistance in the College of Engineering.

 

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. Ability to apply a 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 effectively handle a broader range of interpersonal contacts including those at a higher level and those sensitive in nature

 

PREFERRED QUALIFICATIONS

  • Previous CSU dean’s office experience
  • Knowledge of state and foundation financial services policies and procedures

 

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: Employment Verification

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.

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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