Temporary Dean's Assistant

Type of Appointment: Full Time Long Term Temporary

Job Classification:Administrative Analyst/Specialist Non-Exempt

Anticipated Hiring Range: $4799 per month

Work Schedule:8:00am - 5:00pm


THE DEPARTMENT:

The primary function of the Office of the Dean in the College of Education and Integrative Studies (CEIS) is the administration of all academic and support programs for the Department of Education Ethnic and Womens Studies Liberal Studies Interdisciplinary General Education and the newly developed Early Childhood Studies program. CEIS is responsible for carrying out the CSU Initiative for academic preparation that provides learning support for pre-K through 12th grade students primarily through tutoring and other academic enrichment and college preparation activities. The College of Education and Integrative Studies is one of eight colleges in the university. The college provides course work and programs for four undergraduate programs post baccalaureate and graduate educator licensure education masters degrees and a doctorate in educational leadership. The college offers many opportunities for students to establish meaningful relationships with faculty the institution service agencies and schools in which they work; students are able to experience learning through internships field placements community service and unique faculty-designed experiences.

DUTIES AND RESPONSIBILITIES:

Administrative Support

• Provide executive-level administrative analytical clerical and technical support to the Dean and Associate Dean. Tasks may include but are not limited to the following: Plan organize and maintain the Deans and Associate Deans appointment calendar; schedule meetings appointments conferences travel etc.; determine suitable options in lieu of meetings with the Dean/Associate Dean; assist with the handling of confidential matters pertaining to the Deans Office and the College; handle issues of high sensitivity in a confidential manner.
• Serves as liaison between the Dean/Associate Dean and faculty to ensure documents including authorizations to travel meet University and College deadlines and policies to ensure compliance with travel and expense reporting policies prior to seeking Deans approval. Ensures all documentation meets University and College deadlines including RTP lecturer and faculty evaluations staff evaluations annual report Deans absence reports and Deans travel forms.
• Ability to work effectively in a team as well as independent planning judgment accountability discretion and confidentiality and expertise to investigate analyze and make recommendations for the resolution of problems with broader administrative impact and implications.
• Serves as liaison between the Dean/Associate Dean and the students within the college as well as university administration campus-wide college and administrative offices and the public; interprets policies and procedures independently and conveys them to others in an accurate precise manner; provides information on programs and resources as the need arises refers inquires for more detailed information. Serve as the Colleges primary timekeeper for absence management of faculty and staff.
• Work directly with Leaves to ensure information entered is accurate for payroll certification reporting processes. Process CEIS Deans Office student payroll and complete their hiring forms. Provides administrative support to various searches college committees community boards (e.g. Partners in Education - PIE; Superintendents; etc.) and programs supported by the College; schedules and confirms meeting rooms and accommodations; retrieves and researches information necessary to support the agenda for meetings; arranges meeting materials prepares and distributes agenda arranges for refreshments and independently sets deadlines for processing and forwarding reports and/or tracking action items track deadlines for Academic Senate and Provosts Council meetings and reports.
• Coordinate with Colleges Budget Analyst in ensuring the State and Foundation budget management processes and financial reports (e.g. preliminary and final) are updated and submitted timely in preparation for Partners in Education (PIE) Board activities.
• Develops and maintains productive relationships with administrators faculty staff students campus employees and entities interrelated groups in school districts the CSU system the Commission on Teacher Credentialing and in-state national and international agencies; interact with all in a collegial and professional manner in the representation of the Dean/Associate Dean and the College. Opens and distributes all incoming mail and faxes; identifies and reviews mail and faxes requiring the Deans/Associate Deans personal and/or immediate attention attaches appropriate background material as needed; initiates composes and edits general correspondence and routine documents on behalf of the Dean/Associate Dean works with the Dean/Associate Dean to ascertain input or data to be included in correspondence.
• Utilizes a variety of resources to prepare accurate and concise reports and documents; develops and maintains subject files working files and databases for the Deans office such as phone directory payroll roster faculty/staff roster etc.
• Retrieves tracks and researches data and documentation in assisting the Dean and Associate Dean with preparation of Annual Report Strategic Plan Implementation of Chancellors Office initiatives MOUs (memoranda of understanding) and Commencement.
• Makes travel arrangements for the Dean and Associate Dean as requested including travel authorization transportation lodging conference registrations and travel reimbursement requests. Maintains travel packets for Dean and Associate Dean -prepares Travel Authorization forms supplies chart field string completes expense travel claims and receipts.
• Makes purchases such as but not limited to supplies on behalf of the College; Serves as internal and external resource on policy and procedural matters.

Staff

• Serves as facilitator for College support personnel; anticipates office needs and analyzes operational and procedural problems; develops recommends and evaluates solutions; makes hiring recommendations; assists With orientation training evaluation and other human resources functions as necessary.
• Orders office supplies for the Deans Office located in building 6. Monitors the consumption of office supplies to ensure adequate supplies and appropriate efficiencies for volume orders. Serves as staff liaison to the CEIS Chairs Advisory Council (e.g. Partners in Education - PIE) and All College Meetings; attends and schedules meetings; prepares meeting announcements; arranges meeting location refreshments and parking for off-campus members; distributes meeting materials and minutes.

Faculty

• Assists department chairs and Department Retention Tenure & Promotion Committees and Chairpersons with maintaining RTP documents. Coordinates and monitors RTP process for tenure track faculty within the College by maintaining evaluation roster having thorough knowledge of and ability to interpret university RTP procedures collecting/reviewing and returning (if necessary) packages for completeness before submission to Dean receiving Deans evaluation and forwarding completed packages to University RTP Committee via Academic Affairs.
• Coordinates the Professional Leave Request process for the College-track deadlines collects applications for submission to the Dean and delivers applications to Academic Affairs by the established deadlines. Serves as administrative support for expanded college/faculty activities with school districts throughout the region.
• Coordinates and monitors post-tenure (periodic) review process for tenured faculty in the College by maintaining review roster for distribution to departments setting up appointments between Dean and faculty to be reviewed collecting/reviewing and returning (if necessary) packages for completeness before submission to Dean and receiving evaluation statement for faculty members personnel action file.
• Coordinates and monitors department chair review process by maintaining review roster for distribution to college departments setting up appointments between Dean and faculty to be reviewed collecting/reviewing and returning (if necessary) packages for completeness before submission to Dean receiving Deans evaluation statement and submitting completed evaluations to Academic Affairs.
• Collaborate with Department Administrative Support Coordinators on faculty search logistics (e.g. Deans calendar for meetings)

Accreditation

• Develops and maintains an electronic documents room on the accreditation website. This includes gathering documents from the assessment coordinator departments Clinical Placement and Credential Services Office.
• Updates Commission on Teacher Credentialing information on the accreditation website. NOTE -As accreditation approaches every seven years this task will become a significant portion of the position but only for a short period of time estimated to be three months.

Facilities

• Maintains Department of Education Doctoral Program and Credential Services Office copiers. Orders supplies calls for service maintains faculty/staff/grant codes. Clears codes quarterly. Coordinates the scheduling of space for special events . Coordinates the college wide solutions of emergency situations regarding safety or crisis management. Maintains Colleges Disaster Management Plan and Business Continuity Plan.
• Coordinates and delegates activities for special events-Fall conference receptions tours etc.; oversees activities and ensure arrangement of logistics and location preparation of invitations/flyers RSVP lists catering audio visual equipment etc.; uses own judgment in selecting appropriate accommodations within cost efficiency; occasional travel off campus to assist with meeting logistics.
• Responsible for reserving 6-206 for special events. Judgment is required in requesting campus services that have chargeback implications.

Technology

• Coordinates college annual technology inventory ensures faculty and staff have adequate computer capacity orders replacement computers. Order computers printers and peripherals as needed.
• Prepares equipment for salvage including all survey reports and salvage documentation in coordination with the college management and campus Property Asset Management.
• Computer data storage media (such as hard drive and computer memory) must be either destroyed or erased before salvage.
• Creates monitors and maintains a computer based system for the administration and documentation of all CEIS hardware and software licensing

QUALIFICATIONS:

• Bachelors degree AND/OR the equivalent training and administrative work experience involving study analysis and/or evaluation leading to the development or improvement of administrative policies procedures practices or programs.
• Driver License Valid and in State
• Working knowledge of general practices program and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn interpret and apply a wide variety of policies and procedures relating to and impacting the applicable program organizational unit and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile write and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED QUALIFICATIONS:

• Comprehensive and detailed knowledge of the university infrastructure policies and procedures; thorough mastery of English grammar punctuation and spelling expertise in using office software packages technology and systems; ability to interpret and apply policies and procedures independently and use judgement and discretion to act when precedents do not exists; ability to understand problems from a broader perspective and anticipate the impact of office administration problems; ability to analyze operational and procedural problems and develop recommend and evaluate proposed solutions; ability to perform business math analyze data and make accurate projections requiring some inference; ability to effectively communicate orally and in writing 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 Increasingly advanced experience in a comparable position or other combinations of technological experiences related to the expected job skill set.
• Ability to assist and support the coordination and implementation of data interchanges and conversions Knowledge and ability to interpret reference manuals and data flow schematics
• Thorough detailed knowledge of university infrastructure policies and procedures; working knowledge of policies and procedures for Foundation State and ASI; knowledge and experience with BroncoDirect and Data Warehouse
  
  
  

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 9. 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 $4799 and maximum $6992 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.