Campus:
Pomona

Job ID: 527179

Job Title:
Administrative Support Coordinator

Appointment Type:
Probationary

Time Base:
Full-Time

Date Posted:
May 16, 2023

Closing Date:
May 30, 2023

Description:

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: CSUEU – Unit 7

Job Classification: Administrative Support Coordinator

Classification Salary Range: $3,505 - $5,508 per month

Anticipated Hiring Amount: $3,505 - $4,12 per month

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

Recruitment Closing Date: May 30, 2023

THE DEPARTMENT

The Ethnic and Women's Studies Department offers a major in Gender, Ethnicity, and Multicultural Studies (GEMS) with two sub plans-one with a focus on African American Studies, Asian Pacific Islanders Studies, Chicana/o Latina/o Studies, Native American Studies, or Gender and Sexuality Studies-and another that is a pre-credential program preparing students for the Multiple Subjects Teaching credential program. The function of the department is to provide administrative and academic support for faculty in the performance of their teaching and other assigned related duties. The EWS Department also supports the professional development of its faculty and provides academic and career counseling to its students. The Department provides information to students, faculty, and others about EWS, and General Education Area F. Additionally, the department supports faculty and students with related projects, orientation, conferences, public speaking events, travel related to the curriculum, and the processing forms and petitions.

DUTIES AND RESPONSIBILITIES

• Represent the department-greet, assist, and direct students, faculty, or administrators who contact the office; answer phones, respond to emails, and if necessary, forward to proper personnel.
• Direct students to the proper sources for information about course offerings, add/drop policies, catalog requirements, rules, and regulations.
• Provide students with proper procedures to file petitions, graduation forms, and other documents needed to complete their objectives. Use problem-solving techniques to facilitate the navigation of students through the system.
• Assist students during registration and provide permission numbers when needed.
• Provide administrative support to the department chair in the operations and functions of the department, anticipate and communicate departmental needs. Maintain continuity in department policies and procedures.
• Oversee, with the department chair, the general operation of the department, review correspondence, reports, requests, etc.
• Train any new faculty, staff, or student assistants who may join the department on departmental processes. Assign new faculty to offices and prepare offices (painting, new furniture, etc.) when they change hands, if needed.
• Maintain assigned office inventory.
• Prepare all office hours, schedules, and related term by term information. Upon request, provide information relating to office hours, office locations, and office phone numbers.
• Support faculty searches by initiating advertising and coordinating interview schedules of candidates with faculty, dean, and other personnel. Prepare and submit travel expense forms for all candidates.
• Collect and prepare all necessary documents for candidates’ reimbursements. Monitor and meet document deadlines imposed by the college and university.
• Assist department chairs with all operating budget processes. Prepare fiscal reports on a monthly basis.
• Develop and maintain accounting and other record-keeping procedures for all operating accounts associated with both the state and foundation sides. Monitor financial dashboard for balances and improper charges; follow-up on receiving proper credits.
• Work with the department chair to stay informed of products and services needed by the department.
• Prepare all purchase requisitions and other expense forms for the department. Initiate and renew equipment maintenance contracts.
• Prepare direct pays and other types of reimbursements to faculty for professional development and other related expenses.
• Responsible for department purchase card(s) and monthly reconciliation of p-card statement(s). Assist with scholarship accounts.
• In consultation with the department chair, fill out scholarship forms and monitor account balances.
• Review all department travel requests and expense claims for accuracy via university travel database (Concur) while providing guidance on travel policies and procedures when needed.
• Work with the department scheduler and the college scheduler on class scheduling; make scheduling suggestions; key in and update schedule; and assist department chair by updating spreadsheets that indicate courses and FTES taught, and lecturer dollars spent.
• Assist with part-time staffing of various classes; assist with tracking number of WTUs taught by part-time faculty term-by-term; assist with contacting part-time faculty and arranging interviews, as needed.
• Create lecturer appointment memos. Responsible for providing an accurate report of all courses taught in the department and provide this report to the department chair and the Dean of C.L.A.S.S., if requested.
• This report is instrumental, as this information is compiled along with other majors within the college to see if the department is on track with the total FTE goal of the department.
• Keep detailed records on all faculty assigned time, reassigned time, grants, and contracts. In consultation with the chair, review and submit the Faculty Assignments by Department (FAD) every term.
• Process and distribute mail and deliveries.
• Maintain all departmental unofficial personnel files.
• Help plan and coordinate special departmental-related events for students and faculty. Maintain department files related to syllabi.
• Provide assistance to faculty with textbook requisitions; track and remind faculty members to submit by the deadline given.
• Oversee health and safety inspections.
• Maintain supplies and inventory.
• Assist with maintaining electronic records of student evaluations if needed.
• Attend university training regarding any changes in related/relevant policies and procedures.
• Use student bulletin boards to provide up-to-date information.
• Responsible for calling in and submitting work orders to Facilities, Planning, and Management.
• Manage Part-time Faculty Clearance forms and update key inventory and fill out key request forms.
• Work with asset management to complete the annual inventory.
• Deliver information to faculty members in charge of updating department web pages and hall digital displays.
• Designs and Prepares department marketing/information flyers and marketing materials.
• Act as the department person for picking up paychecks from the Dean's Office each month on payday and distribute to department personnel.
• Respond to email inquiries about paycheck distribution if needed, and mail checks if necessary.
• Work with the Paycheck Coordinator in the Dean's Office for any questions or for any additional instructions that may be necessary as procedures may change.

QUALIFICATIONS

• High School diploma or its equivalent
• Four 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 multiple 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 effectively handle a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

Preferred Qualifications

• Additional years’ work experience in a broader range of operational and procedural environment and/or in a higher education environment.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement.

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.

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.

I-9

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. See Form I-9 Acceptable Documents at

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.

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus.

Clery Act

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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:

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:

EEO

Cal Poly Pomona is an Equal Opportunity, Affirmative Action 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: