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 8am-5pm


THE DEPARTMENT:

The mission of the College of Engineering is to educate engineers and technologists to meet increasingly complex technical and socioeconomic challenges. The College of Engineering provides study opportunities to more than 5000 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 Electrical and Computer Engineering addition the graduate division offers programs leading to Master of Science degrees in Civil Engineering Electrical Engineering Engineering Management and Mechanical 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 (Deans Office Reception & Office Support)

• Serve as the first point of contact for the Deans Office by answering and directing calls responding to emails and greeting students faculty staff and visitors with a professional and welcoming demeanor.
• Act as a primary information resource for university and department policies and procedures; provide guidance and direct inquiries appropriately.
• Exercise judgment and discretion in resolving problems or concerns; communicate issues clearly and proactively escalating when needed.
• Provide logistical support for department events and meetings including reserving rooms preparing and posting flyers procuring supplies and coordinating catering.
• Organize incoming and outgoing mail and packages; maintain organized faculty and staff mailboxes.
• Assist with assigning office hour spaces for part-time faculty and maintaining related records.
• Support special projects and assignments as directed by the Deans Office leadership.
• Participate in professional development opportunities and training to remain current with university policies procedures and systems.

Travel/Concur

• Review verify and process travel requests and expense claims for faculty staff and students ensuring accuracy and compliance with the CSU State and Foundation policies and procedures.
• Provide clear guidance to faculty and staff on allowable expenses required documentation and travel submission processes.
• Troubleshoot and resolve travel-related issues to ensure timely reimbursements.
• Maintain accurate travel records and documentation for auditing reporting and compliance purposes.

Cross-Departmental Administrative Support

• Provide administrative support across departments based on operational needs.
• Assist with scheduling enrollment processes and permission numbers.
• Post and maintain accurate information on registration advising events and petitions.
• Support advising coordination petition tracking and student record management.
• Respond to student registration issues provide guidance on university systems and direct students to appropriate resources.
• Assist with orientation sessions and the Senior Design Project process.

QUALIFICATIONS:

• High School Diploma/GED
• 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:

• Administrative support experience in a higher education environment.
• Experience with processing Concur travel requests.

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.