Type of Appointment: Full Time, Probationary

Job Classification: Administrative Support Coordinator I 

Anticipated Hiring Range: $3,864 - $4,095 per month

Work Schedule: 8:00 am - 5:00 pm Monday to Friday


THE DEPARTMENT

The Nutrition and Food Science Department (NFS) is an academic unit within the Huntley College of Agriculture. NFS offers two Bachelor of Science programs, one in Nutrition (currently named B.S. in Nutrition with options in Dietetics, Nutrition and Health and Nutrition Science) and one in Food Science and Technology with options in Science and Technology, Culinology and General Option. It also offers three (3) post-baccalaureate programs: 1) Master in Science under the M.S. in Agriculture, option in Nutrition and Food Science, 2) M.S. Online in Dietetics and 3) Dietetic Internship Program.

DUTIES AND RESPONSIBILITIES

• Administration and Department Office Operations Support for Department Chair
  • Greet/screen visitors and phone calls, responding to inquiries and redirecting as needed
  • Maintain chair's calendar; schedule appointments/meetings
  • Prepare routine correspondence
  • Type correspondence, sort/prioritize/log mail
  • Maintain program and student files
  • Maintain department inventory of equipment and supplies; order supplies as needed
  • Schedule and take minutes of the department meetings
  • Collect and post syllabi and office hours
  • The ASC support for the department chair normally includes coordinating and planning activities, assisting in scheduling faculty, department meetings and retreats, advisory council meetings, alumni reunions, graduation receptions, retirement parties, fundraising events, seminars, workshops, conferences, and other department-sponsored events as needed
  • Support the faculty search committees with scheduling interviews and reimbursements of candidates
• Service to Students and Prospective Students
  • Assist students with routine, academically related inquiries
  • Determine the appropriate paperwork/action and processing needed for the desired outcome
  • Provide information, including curriculum sheets, promotional brochures on programs and minors, contact information for faculty, web page addresses, location of the Department's office, and other inquiries from prospective students
  • Assist student regarding permission numbers for course enrollment
  • Direct students requests and complaints to the appropriate person and seeks guidance from the Department Chair as needed when dealing with student complaints
  • Maintain the Canvas Organization pages for the faculty and staff, the department and each of its programs
  • Forward information on internships, job opportunities, seminars, scholarships or any other announcements of interest to students
• Class Scheduling
  • Responsible, in consultation with the chair, for entering class schedules into PeopleSoft and updating them as needed
  • Printing of class rosters and faculty schedules, creating course permission numbers, and troubleshooting student registration problems
  • Research data files to obtain departmental student information pertinent to departmental programs and reports
• Maintain Budget 
  • Monitor departments general Fund and Foundation accounts for programs found in the department
  • Reconcile p-card statements and purchases
  • Process reimbursements and requisitions, process scholarship and donation payments
  • Provide Chair with regular updates on available funds and projected income and expenditures
• Program Events
  • Assist at event planning, organization and execution of Nutrition and Food Science Department events
  • Prepare/mail correspondence, order supplies, process disbursements/deposits
  • Provide Faculty and Chair with arrangement for meals/refreshments
  • Collect/log monies
  • Maintain/monitor event regular updates on account balances used for events
  • Assist with follow-up evaluation of events

QUALIFICATIONS

• High School Diploma/GED 
• 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 
• Ability to:
  • Use broader range of technology, systems, and software packages
  • Independently handle multiple work unit priorities and projects
  • Apply a variety of policies and procedures where specific guidelines may not exist
  • Draft and compose correspondence and standard reports
  • Handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature
  • Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
• Working knowledge of budget policies and procedures

PREFERRED QUALIFICATIONS

• Knowledge of budget maintenance and dealing with numerical data
• Experience with PeopleSoft desirable
• Fully functioning knowledge of and skill in standard office procedures and practices
• Strong interpersonal and written and oral communication skills to interact with a diverse campus community
• Mastery of office methods, procedures and practices
• Ability to:
  • Perform standard math and track financial data
  • Take direction and strong follow-through skills
  • Use computers and learn new software programs
  • Coordinate, organize, and prioritize tasks.
• Be a self-starter
• Strong ability to multi-task and deal with frequent interruptions in a fast-paced environment

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website.

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. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 7. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $3,864 and maximum $6,072 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility 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. For more information, go the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.

Security & Fire Safety

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), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

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. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.