Cal Poly Pomona


Recruitment No. 50629
Classification Title Administrative Support Coordinator II
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department I&IT Operations
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application, and Resume Required
Classification Salary Range $3,074 - $4,615
Anticipated Hiring Range $3,074 - $3,588
Recruitment Closing Date This position is subject to close at anytime.


I&IT supports and promotes the mission of the University through the strategic use of information and technology resources of the faculty, staff and students to support and enhance the teaching and learning environment. I&IT Operations provides central technology support for the design, development, security, maintenance, and support of the campus-wide computing and communications infrastructure.  Operational areas that include:  Enterprise Systems, Networking & Telecommunications, Technical Support (desktop computing, classrooms, computer labs) and Student Affairs Information & Technology Services (SAITS).


Under the general supervision of the Associate CIO for Operations (Associate CIO), the Assistant organizes and maintains accurate and up-to-date budget spreadsheets for the Operations’ accounts; works closely with the I&IT Budget Analyst, University Financial Services (UFS) and other departments to monitor budgets and reconcile accounts using Bronco Interactive Dashboards System to ensure accuracy; develops budget estimates and accurate projections based upon known and projected expenses and income; and assists managers in pricing and purchasing of certain types of supplies, equipment, and/or contract.  The incumbent understands and follows university and divisional policies, procedures, and guidelines in the completion of associated university forms and processes related to budget, procurement, travel, and invoice payment duties; ensures that all forms and University purchasing procedures are followed throughout all stages of procurement; prepares and tracks requests for vendor payment; makes travel arrangements, as needed, for the Associate CIO or other managers; maintains cell phone records and processes invoices for payment of state-owned cell phones and processes credit card Monthly Purchases Summary Reports for Operations group managers and employees who have state credit cards.  The incumbent organizes and maintains accurate personnel records for full time professional staff and student assistants assigned to the Operations group and related departments; coordinates and assists managers in performing all personnel and payroll related duties related to the professional staff; provides confidential administrative support in the preparation, processing, and retention of personnel and payroll forms and related activities; and organizes and maintains accurate payroll records for professional and student staff.  The incumbent tracks and validates that leave time is properly documented and recorded; prepares and processes employees’ Overtime Forms and Overtime and Excess Hours Paid Forms for employees who work irregular work schedules; provides backup processing assistance in the preparation and tracking of payroll hours for student workers within the Operations unit and Help Desk areas; provides administrative support to managers and leads in student assistant recruitment and administration including collaborating with the Career Center and Payroll to complete associated hiring paperwork, as well as facilitating I&IT related paperwork; and procedures.  The incumbent creates and maintains departmental, financial, and staff official files; orders, stores, tracks, and distributes office supplies and other materials; schedules appointments; makes contact with students, staff, administrators, visitors, faculty, and outside vendors on a regular basis, and has some form of communication with virtually every major office on campus; reviews correspondence/materials prepared or received by the Associate CIO’s office and take appropriate action and/or follow-up; serves on committees, attends and participates in departmental and campus events/activities; participates in employee training opportunities and professional development activities; organizes special events; provides comprehensive administrative support for the Operations group; and demonstrates excellence in written and communication skills, interpersonal interactions, and communication with department staff, in person, by telephone and via mail/email; and performs 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.


One year experience developing and maintaining budget or financial projection spreadsheets using Microsoft Excel; one year experience working in a technical support or technical service department or functional area with regular contact with information technology professionals; general knowledge of CSU university procedures and practices related to HR, payroll, procurement, and budget is desirable.


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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