Administrative Support Coordinator Ii - College Operations

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union - Unit 7

Job Classification: Administrative Support Coordinator

Anticipated Hiring Amount: $3,681 - $4,500 per month

Work Hours: Monday - Friday 8:00 am-5:00 pm

THE DEPARTMENT

The College of Science Dean's office is responsible for the administration of academic and ancillary programs supporting the Departments of Biological Sciences, Chemistry & Biochemistry, Computer Sciences, Geological Sciences, Kinesiology & Health Promotion, Mathematics & Statistics, and Physics & Astronomy Departments, as well as the Center for Excellence in Mathematics and Science Teaching (CEMaST), the Science Educational Enhancement Services (SEES) and the Advising Center. At present, the College of Science has more than 4,300 undergraduate and graduate students, over 180 temporary faculty, approximately 125 tenure-line faculty and 50 staff members.

DUTIES AND RESPONSIBILITIES

College Operations Support

• Coordinates daily operations of the College dean's office and is the first point of contact for students, faculty, and staff.
• Independently responds to numerous in-person requests, email, and telephone inquiries.
• Serve as an information resource for university and department policies and procedures.
• Coordinate multiple Outlook calendars and schedules.
• Implement office procedures necessary for the smooth and efficient operation of the dean's office.
• Coordinate student hiring, including job posting processing hiring forms for the department.
• Process student timesheets and disburse student paychecks.
• Independently provide Administrative Support and coordination for dean's office and department functions and events, make room/space reservations, procure supplies, and help with set up as needed.
• Use P-card for purchasing necessary supplies and reconcile statements monthly according to university guidelines.
• Resolve problems that arise in assigned areas of responsibility using judgment and discretion.
• Communicate issues clearly and proactively to the Dean, Associate Dean, and/or HEERA manager.
• Assist the budget analyst with data on grants when needed.

Facilities:

• Primary contact for the college buildings 3, 4, & 8 facilities issues.
• Independently coordinates facility requests and coordinates the needs for repairs.
• Maintain records of facilities' work orders and follow up to track status.
• Track renovations/construction projects, collaborate with the dean and coordinate with academic affairs and department personnel.
• Provide status reports to the dean as requested.
• Independently coordinate access requests for college rooms.
• Process access (key and card key) for college personnel and maintain records of key/electronic access.
• Assist dean and associate dean and monitor space use (e.g., 25Live)
• Serve as a liaison to licensing and risk management for potential users of college facilities.

Course Scheduling:

• Coordinate with the associate dean in monitoring room utilization to analyze, evaluate, and make recommendations to the dean for optimizing enrollment.
• Proactively monitor and pull data for the course schedule during registration to give the associate dean accurate information, enabling enhanced room utilization.
• Serve as a secondary resource for all college departments for permission number generation during high volume periods.

Student Travel:

• Coordinate student travel forms requiring dean's and/or provost's approval.
• Review and analyze the forms for correct information, process through the correct signature routing, and track the forms to meet the deadlines.

Records:

• Independently create and monitor electronic files, ensuring they are up-to-date for volunteers' accident reports, facilities requests, field trip release forms, etc.
• Assist with processing the documentation and entry of FAD (Faculty Activity by Department) report information each semester.
• Attend appropriate training courses to remain up-to-date with policies, procedures and software systems at the university.

Payroll processing

Student Assistants:

• Track and analyze monthly student assistant payroll reports from all departments in the CoS for Dean's approval.
• Serve as a resource for student assistant hiring and processing for college units.
• Serve as the lead to student assistants in the Dean's office, train student assistants, and coordinate student assistant schedules.
• Research and pull data from Tableau on student gross pay for student payroll.

Paychecks:

• Collect student assistant and other employee paychecks from Student Accounting and Cashiering Services.
• Coordinate the distribution of checks to college departments and employees.

Scholarship processing:

• Serve as the college contact for ensuring annual scholarships are entered and awarded via the Bronco Scholarship Portal (BSP).

QUALIFICATIONS

• High School diploma 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

• BA/BS degree in field related to position
• Proficiency using MS Office (Word, Excel) and other task-specific software (PeopleSoft financial, Tableau, etc.).
• Previous experience in an educational setting is desirable.
• Experience working with young adults from a diverse background.

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 CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/. 

Background Check

Cal Poly Pomona will make a conditional offer of employment, 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 information.  In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any criminal conviction history, considering such factors as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.  

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In 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 to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

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 Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf

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.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

CSU Classification

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx. The classification salary range for this position according to the respective skill level is minimum $3,681 and maximum $6,034 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

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 ADACoordinator@cpp.edu. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

EEO

Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.