MEP WiSE Administrative Support Coordinator

Type of Appointment: Full Time Probationary

Job Classification:Administrative Support Coordinator I

Anticipated Hiring Range: $4047 per month

Work Schedule:Monday - Friday 8:00 a.m. - 5:00 p.m.


THE DEPARTMENT:
MEP (Maximizing Engineering Potential) and Women in Science and Engineering (WiSE) located in the College of Engineering provide student support and programming designed to increase the number and diversity of students from first-generation low-income backgrounds minority backgrounds including women who pursue careers in engineering/STEM fields. Embracing the belief that academic inquiry and learning occur both inside and outside the classroom MEP-WiSE operates via a learning community model that provides a personalized learning environment to effectively prepare students for the engineering/STEM workforce. With emphasis on reducing the achievement gap MEP offers a comprehensive retention and graduation success program including summer bridge mandatory tutoring supplemental instruction and peer mentoring focusing on improving student academic performance. To prepare career-ready graduates MEP offers a series of essential skills workshops and leadership training program. The mission of the Cal Poly Pomona College of Engineering is to produce well-qualified engineering graduates who are ready for immediate and productive entry into the workforce or for graduate studies. The college provides practice-oriented education based on sound engineering principles and applications while emphasizing teamwork communication and creative skills needed to be leaders in a global society. The College of Engineering provides opportunities to more than 8100 undergraduate and graduate students in seven engineering departments offering eleven programs leading to Bachelor of Science degrees in Aerospace Chemical Civil Computer Electrical Industrial Manufacturing Mechanical Engineering Technology Construction Engineering Technology and Electronics and Computer Engineering addition graduate programs are offered for Master of Science degrees in Engineering (with emphasis in Aerospace Engineering or Materials Engineering) Civil Engineering Electrical Engineering Engineering Management Mechanical Engineering and Systems Engineering. The undergraduate curricula are accredited by the Engineering Accreditation Commission or the Technology Accreditation Commission of ABET Inc. (Accreditation Board for Engineering and Technology).

DUTIES AND RESPONSIBILITIES:

General Administration:

• Provides administrative support to the MEP-WiSE Director for all program support activities; helps enforce program requirements designed to improve student success; serves as a resource for student employees and student ambassadors. Provides front-desk support greets visitors/patrons re-directs information requests as appropriate.
• Processes incoming/outgoing mail. Provides administrative support for the MEP-WiSE Director in scheduling meetings drafting correspondences other tasks as needed.
• Access PeopleSoft CPP Connect Tableau social media to support operating procedures in compliance with established protocols and deadlines. Distributes meeting agendas taking meeting minutes.
• Interacts with staff faculty administrators students via MS Teams email phone in-person.

Business Administration:

• Works closely with Budget Analyst to prepare and collect budget and expense information; maintains record of financial transactions; prepares monthly P-Card expense reports.
• Handles student hiring and payroll (State); maintains accurate work attendance logs; disburses student paychecks; reconciles inconsistencies with Payroll.
• Prepares BroncoBucks. Serves as liaison to vendors.
• Completes travel authorization and expense reports.
• Submits catering requests facility requests charge-back forms.

Student Support:

• Handles large-volume student traffic (in-person phone email social media accounts).
• Completes student information requests and explains program policies/requirements related to all aspects of MEP-WiSE.
• Routinely disseminates program information to prospective incoming continuing students.
• Queries student information systems to trouble-shoot academic issues; retrieves student academic data (including course grades transcripts class schedules); refers student issues to Academic Retention Coordinator Senior Coordinator Advisors Department admin staff and faculty.

Event Support and External Relations:

• Provides administrative support for large-scale and community events related to student outreach recruitment retention and recognition (academic year/summer).
• Provides support to cultural affinity student organizations: AISES (American Indian Science & Engineering Society) NSBE (National Society of Black Engineers) SHPE (Society for Hispanic Professional Engineers SWE (Society of Women Engineers).
• Provides support to industry representatives external agencies professional societies advisory board.
• Schedules meetings submits catering request arranges guest parking.

QUALIFICATIONS:

• High School Diploma/GED - or equivalent.
• Driver License Valid and in State Valid CA Drivers license with insurance.
• 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 handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

PREFERRED QUALIFICATIONS:

• Previous experience using MS Office Suite (including Word Excel PowerPoint); creating flyers.
• Experience in administrative aspects of work including knowledge of applicable university policies/procedures; strong grasp of English grammar punctuation spelling. Ability to work independently and handle multiple work priorities.
• Ability to compose draft correspondences.
• Ability to handle broad range of interpersonal contacts including those sensitive in nature.
• Ability to use discretion when handling confidential Level 1 student data and salary information.
• Experience with student information system/records (e.g. PeopleSoft). Experience with room/event scheduling system (25 Live).
• Working knowledge of budget policies procedures; ability to perform basic math (i.e. calculate ratios/percentages track financial data make simple projections).
• Experience financial budget systems (e.g. commercial card expense reporting) collaboration platforms (e.g. MS Teams) and catering request system. Skilled in the use of desktop computing in an office environment (Microsoft Word and Excel). Experience using MS Teams.
• Experience using FaceBook and lnstagram.

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 CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs 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 theCalifornia 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 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 candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to theCalifornia 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 theCSU Classification Standards website. The CSU Salary Schedule is located on theCSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4047 and maximum $5896 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 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 theI-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 Drivers 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 theAuthorized University Driver Policy.

Conflict of Interest

This position is a designated position in the California State Universitys 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 theConflict 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 Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing at theCal Poly Pomonas Annual Security ReportandCal Poly Pomonas 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 thePay 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. For more information go toEmployment 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 Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs 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.

Other Notices

For other important employment notices we invite you to visitCal Poly Pomonas Employment Noticesweb page.