Type of Appointment: Full Time, Probationary
Job Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,367 - $4,454
Work Schedule: Monday - Friday 8:00 AM - 5:00 PM
THE DEPARTMENT:
The mission of the Cal Poly Pomona Don B. Huntley College of Agriculture is to advance learning and knowledge linking theory and practice in all disciplines, and to prepare students for lifelong learning, leadership, and careers in a changing multicultural world. The Huntley College of Agriculture is committed to academic rigor and excellence in teaching, learning, and scholarship. A Cal Poly Pomona education transforms prepared students into successful professionals. The Huntley College of Agriculture provides study opportunities for more than 2 ,300 undergraduate students and 80 plus graduate students in the five departments. B.S. degrees are offered in: Agribusiness & Food Industry ManagemenUAgricultural Science, Animal & Veterinary Sciences, Apparel Merchandising & Management, Nuturtion & Food Science, and Plant Science. Master degrees are offered in Agricultural Education, Animal Science, Nutrition & Food Science, and Plant Science. This position supports the Huntley College of Agriculture faculty and particularly the Associate Dean and Dean by providing support that enables the Huntley College of Agriculture to better apply for and conduct grants and research, and manage resources, thus allowing the Huntley College of Agriculture to complete its mission and goals.
DUTIES AND RESPONSIBILITIES:
Admin. Support for Department Chairs and Students:
- 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, course materials, reports; travel arrangements and supporting documentation; sort/prioritize/log mail; maintain program and student files; maintain department inventory of equipment and supplies; order supplies as needed. Monitor and assist Chair with meeting deadlines for reports, curriculum-related submissions, RTP documents, Strategic Plans, program reviews, alumni outreach, etc. Support fundraising through donor prospect identification and tracking. Students - Assist students with routine, academically-related problems; determine appropriate paperwork/action and processing needed for desired outcome (schedule meetings w/advisor, academic petitions, change of option, leaves of absence, withdrawals, 4-year pledges, etc.). Organize orientations.
Budget:
- Maintain/monitor program General Fund and Foundation accounts for programs found in the department; reconcile with statements; work with UFS and Foundation to resolve discrepancies.
- Make sure invoices are processed/paid within the contract period and that we do not exceed the budget allocation.
- Process reimbursements and requisitions, reconcile state and foundation credit cards, process scholarship and donation payments, handle on-line and regular orders, approve invoices for payment.
- Provide Chairs with regular updates on available funds, projected income, and expenditures.
Program Events:
- Organize and execute live and virtual departmental meetings and events.
- Assist with the ABM/AGS and PLT banquets, advisory committee meetings/dinners, and other College of Agriculture-related events as needed.
- Prepare/mail correspondence, order supplies, prepare competitions; arrange for meals/refreshments; collect/log monies received; maintain/monitor event related accounts; process disbursements/deposits; provide chairs with regular updates on account balances; assist with follow-up evaluation of events.
- Assist with other events as scheduled.
Class Scheduling:
- Responsible for working with both dept chairs for planning and entering class schedule into PeopleSoft and updating as needed, creating course permission numbers and trouble shooting student registration problems.
- Research data files to obtain departmental student information pertinent to departmental programs and reports.
Faculty Support:
- Prepare requests to add new members of temporary faculty as needed, collecting required documents (applications, resumes, official transcripts, letters of recommendation) for files and subsequent appointments; prepare chart of tenure track and temporary faculty assignments; prepare requests for temporary faculty hires for submission to admin. analyst; order keys; follow-up with faculty and appropriate offices re: payroll signup, assignment of e-mail and appropriate program access (BroncoDirect, PeopleSoft, CANVAS).
- Schedule peer evaluations for Department instructors.
Website & Students Assistants:
- Monitor web site for the department and inform College Communication Specialist of any necessary updates as needed.
- Recruit, recommend for hire/train/oversee student assistant(s). Provide input to performance reviews.
- Manage and update department social media accounts (e.g., LinkedIn, X, and Instagram).
QUALIFICATIONS:
- High School Diploma/GED - Or its equivalent
- Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
- Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
- Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects
PREFERRED QUALIFICATIONS:
- Ability to work independently or as part of a diverse team
- Excellent communication skills (verbal, writing)
- Ability to multi-task and work with numerous interruptions
- Experience working with budget and good computer skills.
- Knowledge of Foundation OneSolution.
- Knowledge of grant budget policies and state/foundation procedures.
- Event planning and management experience.
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 $4,367 and maximum $6,362 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
Employment Eligibility Verification
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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.
Security & Fire Safety
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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
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
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