Administrative Success Coordinator II

Type of Appointment:Full Time Probationary

Job Classification:Administrative Support Coordinator II

Anticipated Hiring Range:$4367 - $4454

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


THE DEPARTMENT:

The mission of the Cal Poly Pomona Don B. Huntley College of Agriculture is to advance learning and knowledge linking theory and practice in all disciplines and to prepare students for lifelong learning leadership and careers in a changing multicultural world. The Huntley College of Agriculture is committed to academic rigor and excellence in teaching learning and scholarship. A Cal Poly Pomona education transforms prepared students into successful professionals. The Huntley College of Agriculture provides study opportunities for more than 2 300 undergraduate students and 80 plus graduate students in the five departments. B.S. degrees are offered in: Agribusiness & Food Industry ManagemenUAgricultural Science Animal & Veterinary Sciences Apparel Merchandising & Management Nuturtion & Food Science and Plant Science. Master degrees are offered in Agricultural Education Animal Science Nutrition & Food Science and Plant Science. This position supports the Huntley College of Agriculture faculty and particularly the Associate Dean and Dean by providing support that enables the Huntley College of Agriculture to better apply for and conduct grants and research and manage resources thus allowing the Huntley College of Agriculture to complete its mission and goals.

DUTIES AND RESPONSIBILITIES:

Admin. Support for Department Chairs and Students:

• Greet/screen visitors and phone calls responding to inquiries and redirecting as needed; maintain Chairs calendar; schedule appointments/meetings; prepare routine correspondence; type correspondence course materials reports; travel arrangements and supporting documentation; sort/prioritize/log mail; maintain program and student files; maintain department inventory of equipment and supplies; order supplies as needed. Monitor and assist Chair with meeting deadlines for reports curriculum-related submissions RTP documents Strategic Plans program reviews alumni outreach etc. Support fundraising through donor prospect identification and tracking. Students - Assist students with routine academically-related problems; determine appropriate paperwork/action and processing needed for desired outcome (schedule meetings w/advisor academic petitions change of option leaves of absence withdrawals 4-year pledges etc.). Organize orientations.

Budget:

• Maintain/monitor program General Fund and Foundation accounts for programs found in the department; reconcile with statements; work with UFS and Foundation to resolve discrepancies.
• Make sure invoices are processed/paid within the contract period and that we do not exceed the budget allocation.
• Process reimbursements and requisitions reconcile state and foundation credit cards process scholarship and donation payments handle on-line and regular orders approve invoices for payment.
• Provide Chairs with regular updates on available funds projected income and expenditures.

Program Events:

• Organize and execute live and virtual departmental meetings and events.
• Assist with the ABM/AGS and PLT banquets advisory committee meetings/dinners and other College of Agriculture-related events as needed.
• Prepare/mail correspondence order supplies prepare competitions; arrange for meals/refreshments; collect/log monies received; maintain/monitor event related accounts; process disbursements/deposits; provide chairs with regular updates on account balances; assist with follow-up evaluation of events.
• Assist with other events as scheduled.

Class Scheduling:

• Responsible for working with both dept chairs for planning and entering class schedule into PeopleSoft and updating as needed creating course permission numbers and trouble shooting student registration problems.
• Research data files to obtain departmental student information pertinent to departmental programs and reports.

Faculty Support:

• Prepare requests to add new members of temporary faculty as needed collecting required documents (applications resumes official transcripts letters of recommendation) for files and subsequent appointments; prepare chart of tenure track and temporary faculty assignments; prepare requests for temporary faculty hires for submission to admin. analyst; order keys; follow-up with faculty and appropriate offices re: payroll signup assignment of e-mail and appropriate program access (BroncoDirect PeopleSoft CANVAS).
• Schedule peer evaluations for Department instructors.

Website & Students Assistants:

• Monitor web site for the department and inform College Communication Specialist of any necessary updates as needed.
• Recruit recommend for hire/train/oversee student assistant(s). Provide input to performance reviews.
• Manage and update department social media accounts (e.g. LinkedIn X and Instagram).

QUALIFICATIONS:

• High School Diploma/GED - Or its equivalent
• Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Comprehensive and detailed knowledge of applicable university infrastructure policies and procedures; thorough mastery of English grammar punctuation and spelling; expertise in using office software packages technology and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop recommend and evaluate proposed solutions.
• Ability to perform business math analyze budgetary data and make accurate projections requiring some inference; ability to effectively write 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

PREFERRED QUALIFICATIONS:

• Ability to work independently or as part of a diverse team
• Excellent communication skills (verbal writing)
• Ability to multi-task and work with numerous interruptions
• Experience working with budget and good computer skills.
• Knowledge of Foundation OneSolution.
• Knowledge of grant budget policies and state/foundation procedures.
• Event planning and management experience.
  
  
  

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 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 $4367 and maximum $6362 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.