Contents
Cal Poly Pomona

PRESIDENT'S OFFICE RECEPTIONIST


Recruitment No. 50532
Classification Title Administrative Support Assistant II (ASA II)
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department President's Office
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application and Resume Required
Classification Salary Range $2,505 - $3,758
Anticipated Hiring Range $2,505 - $2,923
Recruitment Closing Date This position is subject to close at anytime.

THE DEPARTMENT 

The position is located in the President’s Office of the University.  The President is responsible for the complete and total operation of the campus, and the individuals working in this office assist him in carrying out his duties.

DUTIES AND RESPONSIBILITIES 

The President’s Office Receptionist supports the President and the President’s Office staff in executing their duties; requires knowledge of university wide policies and procedures and the ability to maintain an extraordinary degree of grace under pressure; maintains strict confidentiality at all times;  receives and directs incoming telephone calls and visitors, off-campus dignitaries as well as faculty/staff, to appropriate sources, answers inquiries and takes messages; deals with and resolves complaints from students, staff, faculty and community; and serves as the focal point in the office while receiving only the most general supervision.  The incumbent must be aware of the President’s schedule at all times in order to assist in keeping him on time for scheduled meetings; remains cordial and efficient when dealing with office guests from students to university presidents, CSU Trustees, and CEOs of major businesses and organizations; relieves the President’s Office staff of a myriad of general office duties; opens mail and maintains a log of the mail; processes and forwards mail to others as directed; and prepares routine correspondence, letters of transmittal or form letters, mail merges; and processes State and Foundation budget forms.  The incumbent prepares requisitions for purchase of supplies and equipment; processes Facilities Management requests; develops and maintains detailed and voluminous contact lists, mailing lists, gift lists, and various other groups of information using both MS Excel and MS Access; assists with preparing Honors List annual mailing; prepares menus, place cards and name tags for various official presidential functions; prepares gifts for presentation to university guests; handles RSVPs for official presidential events; and assists with all aspects of events hosted by the Presidential Office.  The incumbent maintains and orders kitchen and office supplies; prepares conference room for meetings; oversees the scheduling of the Heritage Conference Room and the proper maintenance and upkeep of the facility; and performs other duties as assigned by the President’s Office.

QUALIFICATIONS

High School diploma or its equivalent AND three years of experience in general office clerical or secretarial work or the equivalent. General working knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of office methods, procedures, and practices; thorough knowledge of English grammar, punctuation and spelling; ability to learn, interpret independently, and apply  a variety of complex policies and procedures; able to identify deviations from applicable policies; ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.  Ability to perform arithmetic functions of a transactional nature, including tracking and comparing data; ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills; demonstrated competence in effectively presenting standard information in writing; demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.   Typing and keyboarding skills with the ability to type/key at a corrected rate of 45 words per minute.

Finalists for this position may be required to submit to and successfully pass a Live Scan criminal records check prior to being hired.

PREFERRED EXPERIENCE

The candidate should have excellent communication skills; ability to handle broad interpersonal contacts and those of a sensitive nature; front office appearance and demeanor; be detail oriented; and have the ability to multi-task.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits 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.

ADDITIONAL INFORMATION

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.

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: http://dsa.csupomona.edu/police/securityreport.asp

 

Achieving Excellence as a Learning-Centered University