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Administrative Support Coordinator I - College of Science
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Position Number: 5631361
Location: Pomona, CA
Position Type: Business - Accounting

Administrative Support Coordinator I - College of Science

Job No: 542671
Work Type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Type of Appointment: Full-Time, Probationary

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

Job Classification: Administrative Support Coordinator I

Anticipated Hiring Amount: $3,681- $4,019 per month

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

THE DEPARTMENT:

This position is in the Mathematics and Statistics Department, which has the function of developing and implementing programs for mathematics degree candidates and preparatory, general education and support courses for the student body at large. The department has three-degree programs: a minor, a bachelor of science (with two options), and a master of science (with four emphases). The department also serves students from all departments on campus, with a headcount of over 8000 students in a single term. The semester FTES generated by the department is approximately 1500-1900 from over 300 sections. This workload requires a large faculty - 30 full-time faculty, 70+ part-time instructors and up to 15 Teaching Associates.

DUTIES AND RESPONSIBILITIES:

Greet and assist students, faculty, staff, and other visitors with a professional and welcoming demeanor. Answer incoming calls, respond to emails and inquiries, and serve as the department's first point of contact. Handle incoming and outgoing mail/parcels for the department. Maintain organization of faculty mailboxes.
Serve as an information resource for university and department policies and procedures. Attend appropriate training courses to stay current with university policies, procedures, and software systems.
Ensure continuous department operations, control workflow, and set priorities with minimal direction. Evaluate office procedures and recommend and implement changes. Update department office procedure book.
Coordinate the beginning and end of the semester processes, such as updating faculty information and office hours,
Support office student assistants by providing direction and training.
Support department events and meetings (e.g., assist with room reservations, prepare and post flyers, procure supplies).
Order routine office supplies.
Track and post information for registrations, events, advising, petition processing, etc., on bulletin boards, the website, and other public displays.
Update advisor-advisee lists, room schedules, and other documents each term and post them as needed.
Coordinate prerequisite verification of students enrolled in general education courses semesterly. Submit drop lists to the Registrar's Office. Submit Requisite Not Met Report.
Provide guidance for department office operations in the instructional assessment process, permission numbers, add/drops, etc.
Coordinate the installation and programming of multi-function machines, such as copy machines and multifunction printers. Arrange training for faculty, staff, and student assistants. Write and disseminate equipment user instructions. Arrange for equipment repairs. Backup Responsibilities
Assist Chair/Associate Chair/ASC II with course scheduling each term when needed. Enter scheduling information into the university scheduling system, checking for time conflicts, room availability, and missing instructors. Create permission numbers, assist with the PERC process, monitor course enrollments, etc.
Provide support for the Lecturer Evaluation Committee by organizing information for lecturer review, communicating with evaluators and lecturers to be observed, and obtaining signatures and documents in a timely manner.
Schedule and confirm appointments on the chair's calendar
Transmit and disseminate correspondence to and from the chair
Receive visitors who have an appointment with the Chair and appropriately screen those who do not.
Provide support for the hiring committee for part-time faculty and graduate student assistants, including posting job descriptions, processing applications, communicating with applicants, scheduling interviews, and providing technical support when needed.
Assist other department committees as necessary; for example, independently reserving rooms or ordering food and supplies.
Provide basic information and direct students to appropriate resources (e.g., faculty advisors, College Advising Center, BAC, Registrar, etc.)
Respond to student registration issues in person, by phone, and via email and help them enroll for classes (Bronco Direct). Explain pre- and co-requisite requirements and determine whether students meet them using the university catalog, Degree Progress Report, etc. Issue student permission numbers as appropriate.
Coordinate with Student Affairs and Academic Affairs Early Start Program to improve and support the Mathematics and Statistics Department's involvement in these programs.
Assist department and students with petitions (regarding Add/Drop, grade appeals, and E0665 petitions.
Provide guidance and support to ensure adherence to Department and University policies and regulations.
Assist Department Office staff during high volume days, including answering phones, assisting students with registration, and directing the flow of students through the office.
Schedule student office assistants' work hours semesterly.
Backup to Administrative Support Coordinator II to create and update permission numbers.

QUALIFICATIONS:

High School Diploma/GED or equivalent.
Four (4) years of progressively responsible experience in general office clerical or administrative 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 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 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.

PREFERRED QUALIFICATIONS:

B.A. or B.S. degree in field related to position

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success. We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona's future as a university must be linked to the success of its Black community. More information about our campus initiatives can be found on the Office of Inclusive Excellence's website.

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. For more information, go to https://calstate.policystat.com/policy/10899725/latest/.

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 information. In 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 candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 7. 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 $3,864 and maximum $6,072 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 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 availabe here: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_ English_formattedESQA508c.pdf.

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. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Equal Employment Opportunity

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

Advertised: September 11, 2024 (9:00 AM) Pacific Daylight Time
Applications close: September 25, 2024 (11:55 PM)

To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/542671/administrative-support-coordinator-i-college-of-science