Department Analyst, IBM & MHR

Type of Appointment: Full Time Probationary

Job Classification:Administrative Analyst/Specialist - Non Exempt

Anticipated Hiring Range: $4799 per month

Work Schedule:Monday- Friday 8:00 AM - 5:00 PM


THE DEPARTMENT:

The International Business and Marketing (IBM) Department serves over 1030 students supported by 17 tenure/tenure-track faculty and 9 lecturers. The department prepares students for dynamic careers in international business marketing management or a combination of both disciplines. IBM offers graduate programs such as the Master of Science in Digital Marketing (MSDM) and the Master of Business Administration (MBA) along with a robust undergraduate curriculum. Students benefit from a wide range of specialized courses and hands-on learning experiences designed to help them hit the ground running and quickly become valuable contributors in the workplace. The Management and Human Resources (MHR) Department serves over 700 students with 18 tenure/tenure-track faculty and 17 lecturers. At Cal Poly Pomona the MHR Department equips students to become effective professionals through a commitment to the learn by doing philosophy and the teacher-scholar model. By fostering discipline-based knowledge the department develops students competencies in management human resources and entrepreneurship. The goal is to graduate individuals who are both productive professionals and responsible citizens. The department also offers the Master of Science in Human Resources Leadership (MSHRL) a graduate program designed to develop strategic HR leaders capable of navigating complex organizational challenges.

DUTIES AND RESPONSIBILITIES:

Administrative Coordination:

• Operates independently under the general guidance of department chairs regularly interacting with various University offices to conduct campus-related business.
• Develops and maintains strong professional relationships across the institution and the ability to manage sensitive and confidential information with discretion and integrity.
• Fosters a welcoming and professional office environment promoting a positive and service-oriented atmosphere for students faculty staff and visitors.
• Demonstrates thorough knowledge of University academic policies procedures and resources. Advises the department chair and liaises with College and University leadership to support strategic decision-making. Responsibilities include managing daily operations resolving administrative issues and collaborating with College of Business and University personnel to ensure efficient and high-quality outcomes.
• The coordinator initiates correspondence in response to inquiries serves as a key information resource and maintains communication networks with industry partners interested in departmental programs and student recruitment.
• Additional duties include assisting in the development and implementation of departmental policies and procedures scheduling events and meetings communicating deadlines informing faculty of teaching schedules and office assignments and overseeing student assistantsincluding hiring training evaluating and coordinating their work.
• Contributes to department communications by assisting with the writing and publishing of newsletters and marketing materials and reports facility-related issues to the Operations Analyst for timely resolution.

Student Success:

• Serves as a key resource for students by responding to general inquiries about department programs and assisting them in locating relevant academic information.
• Provides comprehensive guidance on program requirements using a variety of University resources and software tools. With a strong understanding of University and departmental academic policies procedures and advising forms helps students navigate their academic programs clarifies common processes and ensures they use the correct forms.
• When needed acts as a liaison between students and other academic offices to help resolve issues on their behalf. Answers questions related to class enrollment accessing academic records and the use of permission numbers ensuring students receive accurate and timely support.

Scheduling:

• Manage the scheduling process for the departments academic offerings.
• This includes coordinating and entering semester class schedules maintaining classroom scheduling reports and coordinates the assignment of appropriate rooms for courses requiring specialized facilities with the College Scheduler.
• Receives preliminary schedules from department chairs or their designees inputs scheduling data and requests large classrooms or labs in accordance with established timelines.
• Updates and revisions including room changes after registration begins are made as needed. Reviews enrollment data and supports the department chair in decisions regarding the addition or cancellation of course sections. Operational and procedural issues related to scheduling are analyzed and recommendations for improvement are provided.
• Additional responsibilities include coordinating office access for lecturers managing key distribution assisting faculty with absence reporting procedures and preparing the faculty office hours schedule.
• Finalized office hours are posted on the department webpage and the coordinator collaborates with Marketing Communications to ensure video monitor content remains accurate and up to date.

Budget and Procurement:

• Responsible for managing departmental budget and procurement activities maintaining accurate records for multiple accounts including Foundation and State funds including scholarship accounts.
• Utilizes financial software to generate Foundation account statements summarizes budget information and prepares reports as needed.
• Oversees the ordering and distribution of supplies and equipment contacts vendors and contractors to obtain bids and processes purchase orders in coordination with the College Budget Analyst and University departments such as Procurement Financial Services and Distribution Services.
• Additional responsibilities include maintaining the departmental filing system including faculty syllabi course ECOs and budget documentation.
• The coordinator ensures faculty and department offices are properly furnished and equipped to support academic operations and manages the procurement of office equipment and software for faculty and student assistants.

Department Committee Support:

• Provides essential support to department committees by organizing and attending meetings including scheduling rooms distributing agendas preparing meeting minutes and arranging catering when requested.
• Assists faculty representatives serving on the Colleges Assurance of Learning and Curriculum Innovation (ALCI) Committee by preparing curriculum materials updating University catalog content compiling four-year course offering lists and supporting other academic program-related tasks.
• Coordinates and prioritizes activities for faculty search committees including organizing applicant interviews scheduling candidate visits and managing reimbursement processes.
• Additional support is provided to other department committees as requested ensuring smooth operations and timely completion of committee-related responsibilities.

Event Planning:

• Plans and coordinates a variety of department events and activities with a primary focus on student-centered programs such as recruitment orientation and retention events.
• Additional responsibilities may include retreats conferences advisory council meetings alumni reunions years of service acknowledgements speaker events and banquets.
• Oversees all aspects of event preparation including hospitality forms menu equipment securing location designing and distributing invitations managing guest lists issuing tickets and arranging parking passes. Handles logistical details such as room reservations equipment setup transportation signage and catering. Make arrangements for meeting space food services and presentation equipment for meetings.
• Design invitations and agendas accept reservations provide maps and travel instructions to participants.
• Provides on-site support including registration and real-time problem-solving to ensure smooth execution.
• Maintain contact with alumni industry leaders. Gather and acquire mailing lists of alumni industry leaders current and retired faculty current students on-campus managers and department heads.
• Conduct mass mailings to alumni and industry leaders. Assists in coordinating department Centers of Excellence events as needed.

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.
• 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:

• Knowledge of budget maintenance proficiency in MS Office and dealing with numerical data marketing and outreach experience.
• Fully functioning knowledge of and skill in standard office procedures and practices.
• Thorough knowledge of English grammar punctuation and spelling.
• Strong interpersonal and communication skills to interact with different stakeholders.
• Ability to perform standard math and track financial data.
• Ability to take direction and strong follow-through skills.
• Must be a self-starter and have ability to coordinate organize and prioritize tasks.
• Strong ability to multi-task and deal with constant interruptions in fast-paced environment.
• Ability to use computers and learn new software programs.

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 Campus Safety 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 atCal 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 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. 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.