Cal Poly Pomona


Recruitment No. 50654
Classification Title Administrative Support Coordinator I
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department College of Agriculture
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application, Resume, Cover Letter and current DMV print out required
Classification Salary Range $2,808 - $4,212
Anticipated Hiring Range $2,808 - $3,276
Recruitment Closing Date This position is subject to close at any time.


The Recruitment & Retention Office in the College of Agriculture is responsible for providing first year experiences and freshmen advising to enhance college retention and student success. Coordinating the Student Success Center which includes the AGREES Center and the AGREES Peer Advisor Program. The department provides outreach, recruitment and communication services and activities for the College, which includes the AG Ambassador Program. It supports the College’s enrollment goals through offering services and programs to prospective students and their families to include web-based information dissemination and communication in addition to college tours and special campus events.


The Recruitment & Retention Assistant will greet visitors and direct them to the appropriate office; answer questions from students, faculty, staff, and visitors; answers two telephone lines and direct calls to the appropriate office or individual; create and maintain files; process incoming and returned mail; maintain the literature display, maintain the office bulletin board; receive and respond to electronic inquires; order supplies & equipment, prepare & oversee facility work orders. The incumbent monitors the budget allocation; create and maintain budget databases; prepares purchase requisitions, travel authorizations, and travel reimbursements; oversees State and Foundation accounts and reconcile monthly statements; resolve discrepancies between internal records and PeopleSoft or Foundation accounting; monitor two departmental credit cards and process monthly statements; coordinate fiscal year-end transfers and paperwork. The Recruitment & retention assistant uses advanced skills to create, maintain, and manipulate databases for a variety of purposes; budget, prospective students, vendors, special event management, mailing lists, student record keeping; input data, create reports, import/export data, merge data and purge data when necessary. The incumbent prepares and posts job descriptions; interviews candidates; recommend for hire, train and lead student assistants; prepare and assign work; monitor work product and workloads; prepare timesheets for work study students. Assist with the production of major events for the College of Agriculture that include Counselor Day, Open House, and Ag Career Day; assist with marketing materials; work with off-campus vendors for food and equipment; interact with and coordinate registration of participants; pay all bills; compile event evaluation; drive college van for shuttling guests and transporting supplies and equipment. Coordinate, publish and distribute the College’s biannual scholarship brochure; assist with the development and maintenance of social media efforts on behalf of the College of Agriculture (Facebook, Twitter, etc.) review regularly; post information as directed and make recommendations for improvement; create and maintain student databases; places and release holds as needed; assist with group advising sessions; and prepare and distribute written materials. The incumbent processes hiring paperwork, timesheets, travel papers, activity reports, stipends, volunteer forms, and travel reimbursements; issue keys; request state vehicle clearance; prepare cumulative activity reports, assist with training for the Ag Ambassador Program & AGREES Peer Advisor Program.


High School diploma or its equivalent AND four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.  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; ability to independently handle multiple work unit priorities and projects.  Ability to apply a 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; 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 background check prior to being hired.


Experience with FileMaker Pro software for using, building, and maintaining databases. Experience coordinating a special event or project, and experience with social media.  


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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