Contents
Cal Poly Pomona

ADMINISTRATIVE ASSISTANT


Recruitment No. 50536
Classification Title Administrative Support Assistant II
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Office of the Vice President for Student Affairs
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application, and Resume
Classification Salary Range $2,505 - $3,758
Anticipated Hiring Range $2,505 - $2,923
Recruitment Closing Date 11/5/12

THE DEPARTMENT 

The Vice President for Student Affairs is the Administrator responsible for the Student Affairs Division, which includes all programs under the Associate Vice President/Dean of Students, Associate Vice President for Enrollment Management and Services, Associate Vice President for Student Services, Director of Athletics, Director of Police Services and Assistant Vice President for Student Auxiliary Services. The Vice President for Student Affairs is responsible for the University’s programs, services and facilities that enhance the student’s academic experience.

DUTIES AND RESPONSIBILITIES 

The Administrative Assistant will provide clerical support for the Office of the Vice President for Student Affairs as the first point of contact; provide front-line customer service; screen personal visitors and telephone inquiries, handle routine requests independently, refer others appropriately based on knowledge and understanding of university policies and procedures. The incumbent will use appropriate communication/customer service skills with students, staff, administrators, faculty, and public—listen to and find solutions for student problems; receive, screen, and route incoming mail for the office; gather pertinent background material, and independently handle routine requests; maintain filing system of correspondence, journals, manuals, reports, and flyers; maintain automated calendar for the office; schedule appointments and meetings; maintain sixth floor conference room calendar by working with other departments and offices on campus; screen off/on-campus requests to contact students (via BroncoDirect) if emergency situation exists, follow through by delivering information to student to meet the requirements of the Family Education Rights and Privacy Act of 1974; maintain emergency request database file (via computer); use BroncoDirect to query student information; maintain adequate inventory for office operations; prepare purchase requisitions for supplies, equipment, and maintenance contracts; maintain the copier report for both machines; assure that forms and promotional materials are distributed and stored. The incumbent will assist the Division Budget Analyst in maintaining the General, Trust, Foundation, and ASI account filing; provide administrative support to the Administrative Fund Committee, train student assistants in the Administrative Fund application procedure, receive applications and check for accuracy and completeness, organize and archive electronic files and applications, reserve meeting rooms, and attending meetings; prepare POE’s for estimates and work orders on office services; prepare key requests, security clearances and any other requirements for new staff members; compose correspondence as requested for staff and/or division; assist with projects for the Office of the Vice President for Student Affairs; provide back up for payroll processes; coordinate subpoenas for student records, initiate notification letter to students and attorneys following proper CSU procedures; collect records requested in subpoena from appropriate department Custodians of Records; participate in employee training opportunities designed to enhance work effectiveness and perform other duties as assigned.

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

Proficient in MSWord, Excel, File Maker Pro, Microsoft Outlook, BroncoDirect and excellent speaking/writing skills

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