Cal Poly Pomona


Recruitment No. 50588
Classification Title Administrative Support Coordinator I
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Department of Animal & Veterinary Sciences
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application, Resume and Cover Letter required
Classification Salary Range $2,808 - $4,212
Anticipated Hiring Range $2,808 - $3,276
Recruitment Closing Date June 3, 2013


The Department of Animal & Veterinary Sciences is an academic department within the College of Agriculture.  The function of the department is to educate students in a timely manner with specific knowledge and skills.  The department offers two Bachelor of Science degrees; one in Animal Science, which has two options (Pre-Vet, and Animal Industry.  The other major is Animal Health Sciences with a Veterinary Technician track.  The department also supports a graduate program in Animal Science.


The Administrative Support Coordinator will coordinate all aspects related to typing of reports, syllabi, tests and correspondence; create databases and spreadsheets with technical data for analysis of faculty Weighted Teaching Units and Faculty Teaching Equivalents; assist faculty with editing writings, checking grammar and presentations; prepare all payment requests, reimbursements, travel claims and scholarships for both State and Foundation accounts; coordinate office space, work phone extensions, email, Bronco Direct access and keys for new hires; decipher  student academic problems for a culturally diverse student body and keep students and faculty informed of curriculum changes with current compliances to departmental, college, and university policy and procedure.  Refer appropriate paperwork for desired outcome, i.e., Change of Major, Declaring Minor, Change of Option, Leave of Absence, Grade changes, General Academic Petition, etc.  The incumbent will clarify programs to the interested public, including information on registration deadlines, admission application requirements, transfer of community college credits, course equivalents, complexity and duration of programs and comparison of programs to other universities. The incumbent will use Peoplesoft/BroncoDirect for building the quarterly class schedule, make changes to the schedule, print class rosters and faculty schedules, create course permission numbers and troubleshoot student registration problems; update communication networks (Blackboard and website); assure new hires have appropriate paperwork to initiate access to the system; educate faculty to the changing manipulation techniques required to successfully use the software system;  research data files to obtain departmental student information pertinent to the departmental programs and reports; monitor Foundation, State and grant accounts (Instructional and Farm; Livestock operations, Discretionary, Scholarships); administer scholarships, reconcile statement and research discrepancies; provide account analysis for the department chair and principal investigators of grant accounts; research previous year’s departmental budget plans and recommend spending limits; responsible for inventory and ordering specialized supplies for office, laboratories, farm units and equipment for the department; coordinate and oversee the application process for the recruitment of new faculty; organize candidate campus visits, accommodations and reimbursements; compile, retrieve and store data for the five-year academc program and accreditation reviews; responsible for the production of the report's format settings, table of contents, signature pages, appendices, duplicating of report and placing into binders for vice president's and external reviewers as well as perform other dutues as assigned.


High School diploma or its equivalent AND four years of progressively responsible experience in general office clerical or secretarial work or the equivalent.  The candidate must have 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.  Must have the ability to independently handle multiple work unit priorities and projects; ability to apply independently a wide 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 and the ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.    

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


Experience in an academic envronment; Ability to work independently; Knowledge of office procedures.


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.


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:


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.


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