Cal Poly Pomona


Recruitment No. 50579
Classification Title Administrative Support Coordinator I
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department The Collins College of Hospitality Management
Timebase Full-Time
Type of Appointment Probationary
Application Materials Required University Application, Resume and DMV Print-Out required
Classification Salary Range $2,808 - $4,212
Anticipated Hiring Range $2,808 - $3,276
Recruitment Closing Date 5/28/13


The Collins College of Hospitality Management provides Bachelor of Science and Master of Science degree programs in Hospitality Management.


The Events and Operations Coordinator will provide administrative support to the Board of Advisors; provide Board and committee communications including phone calls emails and letters; maintain and update the Board roster, email and mailing lists; plan and execute all aspects of the Board meetings; maintain and ensure that all Board related documents are up to date and distributed appropriately; interact with the Dean, Associate Dean, restaurant personnel, Board members and their assistants, and College student assistants; respond to Board members’ request and inquiries; process all donations to the college by preparing forms for Gift Processing; maintain copies of donations; write thank-you letters; maintain donations and pledge databases; use Viking and Singularity to review donor records and provide reports to Dean; submit donor information changes to Gift Processing to update in Viking; reconcile donations against Gift Processing’s records at year-end; provide list of donors for The Collins Magazine annual donor honor roll; keep up to date on, and ensure the Collins adheres to, current Advancement policies and procedures with regards to acceptance of gifts and gift reporting; interact with the Director of Major Gifts, Advancement and Gift Processing personnel and donors; create and maintain even budget and final proceeds report; coordinate Hospitality Uncorked subcommittee, and event and auction managers; create and maintain various databases; review and process contracts and invoices; receive and catalogue auction lot donations and sponsorship/ticket sales; create and mail various event related correspondence; process all monies received; interact with donors, event and auction managers, vendors and Gift Processing and Foundation personnel; plan and execute all aspects of assigned Board, industry and donor events; create marketing material; manage RSVP’s; oversee events; create and maintain event budgets and final proceeds reports; coordinate and oversee event committees; interact with guests, students, faculty, staff donors, Board members, event managers, vendors, Gift Processing, and Foundation personnel; perform other projects and operational support/coordination as assigned by the Dean or Associate Dean.


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. Must be able to work occasional evening and weekend hours; must be able to meet CSU driving and insurance requirements for occasional driving to off campus meetings and events.    

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


Proficiency in Viking and Singularity.


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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