Cal Poly Pomona


Recruitment No. 50595
Classification Title Administrative Support Coordinator II
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Physics and Astronomy/College of Science
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application, Resume and Cover Letter required
Classification Salary Range $3,074 - $4,615
Anticipated Hiring Range $3,074 - $3,588
Recruitment Closing Date 7/8/13


The primary purpose of the department of Physics & Astronomy is to provide quality physics instruction to undergraduate students.  


The Administrative Support Coordinator will consult with the Department Chair and other department staff to prepare faculty course assignments; interpret and applies lecture entitlements; arrange for office space, keys, textbooks and user access to BroncoDirect. The incumbent will utilize comprehensive knowledge of university policy and procedures to effectively interact with students, faculty, administration, outside professionals and other departments on campus; helps maintain and communicate faculty tutoring hours, travel schedules and reimbursements; anticipates departmental needs, provides input and suggestions to the Department Chair and faculty for more efficient and better ways of implementing the administrative functions of the department; implement procedural and policy changes initiated by the Chair and faculty and informs Chair of related problems; coordinates textbook orders for all department faculty every quarter; prepares quarterly Grade Distribution spreadsheet and distribution to all faculty; maintain faculty and staff personnel files; helps to maintain and update student files of physics majors; help to place and remove advising holds. The incumbent will effectively and independently interact with individuals and offices outside the department such as the Record Office, Payroll, Facilities Management, Testing Center, Bronco Bookstore and Undergraduate Studies; advise the Chair, faculty and staff of university procedures and policies; screen inquiries for Chair; use judgment and discretion to determine which problems require the Chair’s intervention and handles those that don’t; update Physics Department-related listings in university, college and department telephone directories; provides lead work direction to the ASC I staff member, assign work, monitor work-flow, providing feedback and training as necessary; hires student assistant and graders; utilize knowledge of university infrastructure and procedure to assist students with registration  and records problems; independently plan and coordinate department events and meetings; effectively solve logistic problems for room arrangements, equipment and directions. The incumbent will serve as primary contact for applicants for part time teaching; processes paperwork to hire lectures on a quarterly basis; maintains list of current lecturers; interpret and implement university and union policy to ensure that contractual obligation and entitlements are met; maintain records of entitlements; maintain up-to-date database and files for temporary and tenure-track instructors; coordinates all administrative aspects of the search; maintain application files; correspond with applicants to assure completion of application packages, compiles information for Application Flow Analysis, coordinates campus interviews, processes travel claims and coordinate with other offices on campus to complete paperwork for new faculty; interpret university policy and procedure with regrets to affirm action and recruitment. The incumbent will oversee various departmental accounts; analyzes budget data; ensure discrepancies are reconciled and accounts balance every month; prepares work orders and perform other duties as assigned.


High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.  Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.  Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.Finalists for this position may be required to submit to and successfully pass a Live Scan criminal records check prior to being hired.


Experience with Peoplesoft, BroncoDirect and BroncoData; comfortable in multitasking atmosphere


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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