Joint Physical Sciences Support

Type of Appointment: Full Time Probationary

Job Classification:Administrative Support Coordinator I

Anticipated Hiring Range: $4047 per month

Work Schedule:Monday - Friday 8:00am to 5:00pm


THE DEPARTMENT:

There are two Physical Science departments in the College of Science (a. Chemistry and Biochemistry Department b. Physics and Astronomy Department). The primary focus of these departments is to (1) to provide the highest quality and up to-date instruction in a broad range of topics; (2) to advance physical science knowledge through research and creative scholarly and professional activities; (3) and to serve the university local and global communities. The departments serve over 500 undergraduate majors as well as approximately 25 graduate students and includes 34 tenure-track faculty 41 temporary faculty and up to 6 Teaching Associates. The departments each have an administrative support staff member and eight technical staff members who in collaboration with the Chairs and faculty carry out the teaching mission of the departments.

DUTIES AND RESPONSIBILITIES:

Department Operations: Chemistry and Biochemistry & Physics and Astronomy Reception & Office Support

• Answer incoming calls and respond to emails. Greet and assist students faculty staff and others with a professional and welcoming demeanor.
• Serve as the primary information resource for university and department policies and procedures.
• Resolve problems that arise in assigned areas of responsibility using judgment and discretion.
• Communicate issues clearly and proactively to the Chair ASCII and Instructional Support Staff.
• Support department events and meetings e.g. assist with room reservations prepare and post flyers and procure supplies.
• Handle incoming and outgoing mail/parcels for the department.
• Maintain organization of faculty mailboxes.
• Assist in distributing and maintaining a log of all department paychecks.
• Chairs Assistant Assist in disseminating correspondence to and from the chair.
• Receive visitors who have an appointment with the Chair and appropriately screen those who do not.
• Assist the chair with scheduling meetings appointments and other calendar-related responsibilities.
• Help the department chair download and share student evaluations of instructors.
• Assist the Chair in the analysis/archival of instructional assessment materials.
• Assist with taking minutes at department meetings.
• Information Track and post university and department information for registration events advising petition processing etc. to the department webpage public displays.
• Obtain faculty class schedules/office hours advisor/advisee lists room schedules and other documents updated each term and post as appropriate.
• Assist the chair in managing the website and refreshing information.
• Create lists of faculty advisors and assigned student advisees.
• Compile a list of faculty office hours and post faculty schedules outside offices.
• Attend appropriate training courses to remain up-to-date with policies procedures and software systems at the university.
• Course Scheduling Assist Chair/Associate Chair/ASC II with course scheduling each term when needed.
• Assist with permission number requests the PERC process monitor course enrollments etc.

Student Support

• Provide basic information and direct students to appropriate resources (e.g. faculty advisors College Advising Center Registrar etc.)
• Direct students to appropriate advising areas.
• Track student academic petition processing and provide final decisions to students.
• Assist in maintaining records for current majors inactive majors and alumni.
• Respond to student registration issues in person and electronically to help them enroll for classes (BroncoDirect).
• Direct students to pre- and co-requisite requirements and assist students with questions regarding the university catalog Degree Progress Report etc.
• Assist with orientation sessions for incoming students; compile student lists prepare documents answer student questions and issue permission numbers as appropriate.

QUALIFICATIONS:

• High School Diploma/GED Or equivalent
• 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 m11ltiple 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:

• B.A. or B.S. degree in field related to position
• Minimum 4 years of progressively responsible experience in office work administrative support work and/or student service.
• Ability to work independently and handle multiple work priorities and projects.
• Ability to plan organize and complete complex tasks.
• Ability to recognize problems and needs to be proactive to receive feedback and to work collaboratively.
• Ability to maintain a cheerful manner listen attentively and employ compassion when interacting with faculty staff and students.
• Ability to effectively handle a broad range of interpersonal contacts including those at a higher level and sensitive in nature.
• Ability to know in detail and follow all University policies and procedures.
• Ability to apply a variety of policies and procedures where specific guidelines may not exist.
• Strong oral and written communication skills with thorough knowledge of English grammar punctuation and spelling.
• Ability to draft and compose correspondence and standard reports.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math e.g. calculate ratios and percentages track financial data and make simple projections.
• Thorough knowledge of office systems and ability to use broad range of technologies systems and software e.g. Microsoft Word Outlook PowerPoint and Excel.

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 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.