Civil Engineering Administrative Analyst

Type of Appointment:Full Time Probationary

Job Classification:Administrative Analyst/Specialist Non-Exempt

Anticipated Hiring Range:$4799 - $5093

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


THE DEPARTMENT:

The mission of the 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 collaboration communication and the creative skills needed to be leaders in a global society. The College of Engineering is a recognized leader in undergraduate engineering education and is the largest college on the Cal Poly Pomona campus. There are seven academic programs the Departments of Aerospace Chemical & Materials Science Civil Electrical & Computer Electromechanical Engineering Technology Industrial & Manufacturing and Mechanical Engineering the MEP-WiSE program and the Advising Center. At present the College of Engineering has approximately 8000 undergraduate and graduate students over 170 temporary faculty approximately 100 tenure-line faculty and 37 staff members. The college practices a learn-by-doing education philosophy and links theory to practice. Students participate in real-world engineering problem-solving through internships senior class projects and senior capstone design experiences. We graduate day-one professionals who are highly sought after by the industry. Teaching student learning and student success are our major priorities and active research and scholarly activities are expected of faculty. To support these priorities 62% of our instructional spaces are devoted to laboratories.

DUTIES AND RESPONSIBILITIES:

Office Administration and Budget

• Lead responsibility for the daily operations of the Civil Engineering department office and serve as the first point of contact for approximately 1600 students 25 full time faculty members and about 50 part-time faculty members.
• Respond accurately and efficiently to personal mail email and telephone inquiries from media the public potential and current students and concerned parents.
• Coordinate multiple Outlook calendars and schedules.
• Order supplies maintain copier and computer office equipment with P-card or purchase orders.
• Analyze and compile course offerings to maximize space utilization and enter data into PeopleSoft.
• Oversee the departments student graders and assistants. Track student hours performance and costs to the department and college.
• Recommend improvements to the department chair concerning operational functions to achieve department goals.
• Process organize and maintain contact with alumni and industry representatives assisting connections with student candidates.
• Coordinate visits and tours for off-campus guests and host potential donors.
• Coordinate Civil Engineering Industry Advisory Board meetings tours and lunches.
• Compile and track all department financial data and reports for multiple accounts: including grants campus programs scholarships and general funds.
• Organize evaluate and verify that State and Foundation accounting procedures are followed.
• Create evaluate and provide current financial reports showing expenditures and forecast spending.
• Track financial balances for student club faculty advisors and provided reports for clubs funding and expenditures.
• Independently process donations via Raisers Edge software: cash equipment and gifts in kind (coordinate appropriate documentation of gifts acknowledgements donor recognition placement and acquisition planning).
• Generate and process purchase requisitions for faculty purchases from grants.
• Process reimbursement to faculty staff and students with direct pay or disbursement vouchers.
• Process interdepartmental transactions (IDT) and Inter-Company Transactions (ICT)
• Reconcile state and foundation P-card transactions for the department and department chair and assist faculty with reconciliation process.
• Hire student assistants and track and approve hours via Kronos.
• Delegate for the department chair to review and upload faculty travel documentation in Concur.

Student Support

• Instruct undergraduate and graduate students concerning various administrative functions and help them become familiar with and work through campus policies and procedures.
• Place and remove advising holds oversee the processing of petitions and other documentation.
• Interact and mentor students to resolve problems and serve as a primary resource for information.
• Expediate the processing of graduate student applications and current graduate students petitions.
• Refer students to the appropriate advisor as necessary.
• Serve as a resource for student clubs and professional societies to develop their events and activities.
• Process student travel documentation and reimbursements input all documentation to deans office shared file.
• Assist competition teams with their events and activities.
• Process financial documentation for student clubs and teams including disbursement vouchers and purchase requisitions.
• Create spreadsheets to analyze track and report account balances for clubs and teams and ensure all campus policies and procedures are followed.
• Analyze and process Student Scholarship Awards and forms.

Chair and Faculty Support

• Independently create spreadsheets and provide the chair with student and faculty statistical data such as FTEs WTUs number of students in programs remedial courses graduates honor students GWTs.
• Research and prepare reports on student class performance.
• Provide information and support for the national engineering ABET accreditation .
• Coordinate ABET activities assist with pre-visitation preparations and on-stie visitations.
• Lead responsibility to gather analyze and present reports for space availability and utilization.
• Independently create procedures for audits and training.
• Provide the department chair with information for hiring new faculty tenure-track faculty searches and staff.
• Provide information to faculty concerning campus and departmental procedures and policies.
• Process travel reimbursements for department chair and faculty.
• Coordinate department activities with the College of Engineering s events and programs.
• Organize the faculty staff and students to lead workshops host laboratories greet and provide registration services to prospective students and families.
• Prepare facilities equipment materials and hospitality for each department event.
• Assist in preparation and distribution of curriculum sheets and flow charts.
• Maintain relations with the departments Industry Advisory Council.
• Develop and maintain databases arrange meetings (refreshments parking) follow-up on concerns and provide responses as needed.
• Prepare and coordinate confidential surveys via Qualtrics for faculty committee voting.
• Attends and participates in the department meetings and records meeting minutes and independently follows-up on action items.

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:

• Previous experience in an educational setting is desirable.
• Experience working with young adults from diverse ethnic backgrounds.
• Positive disposition high energy creativity and ability to work as a team member.

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 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.


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 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.