Contents
Cal Poly Pomona

ADMINISTRATIVE SUPPORT COORDINATOR


Recruitment No. 50695  
Classification Title Administrative Support Coordinator I
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Plant Science/FMAM/AE-College of Agriculture
Timebase Part-time
Type of Appointment Temporary, for 1 year  (9:00AM-1:00PM)
Application Materials Required University Application, Resume and Cover Letter required
Classification Salary Range $1,423 - $2,134
Anticipated Hiring Range $1,423 - $1,660
Recruitment Closing Date 3/17/14

THE DEPARTMENT 

The Plant Science program provides a Bachelors of Science degrees in Plant Science, and also minors in Ornamental Horticulture, Agronomy, Pest Management, Soil Science and Landscape and Irrigation Science. 

DUTIES AND RESPONSIBILITIES 

The Administrative Support Coordinator for Department Chair and Program Coordinator  will greet/screen visitors and phone calls responding to inquiries and redirect as needed; maintain coordinators’ calendars; schedule appointments/meetings; prepare routine correspondence; type correspondence, course materials, reports; travel arrangements and supporting documentation; sort/prioritize/log mail; maintain program and student files; maintain department inventory of equipment and supplies; order supplies as needed.  The incumbent will monitor and assist Chair with meeting deadlines for reports, curriculum-related submissions, RTP documents, Strategic Plans, program reviews, alumni outreach, and etc. Assist students with routine, academically-related problems; determine appropriate paperwork/action and processing needed for desired outcome (schedule meetings with advisor, academic petitions, change of option, leaves of absence, withdrawals, 4-year pledges, etc.)  The incumbent will maintain/monitor program General Fund and Foundation accounts for programs found in the department; reconcile with statements; work with UFS and Foundation to resolve discrepancies; work with UFS and Cal Poly SLO to make sure invoices are processed/paid within the contract period and that we do not exceed the budget allocation; process reimbursements and requisitions, reconcile state and foundation credit cards, process scholarship applications and donation payments, handle on-line Office Max orders, and approve invoices for payment. The incumbent will provide Chair with regular updates on available funds and projected income and expenditures.  Plan, organize and execute agriculture events; assist chair and coordinator with College of Agriculture related state-wide events. The incumbent will prepare/mail correspondence, order supplies, prepare contest forms and contest results; arrange for meals/refreshments; collect/log monies received; maintain/monitor event related accounts; process disbursements/deposits; provide Coordinators with regular updates on account balances; assist Coordinators with follow-up evaluation of events;   assist with other events as scheduled. The incumbent will be responsible for entering class schedule into PeopleSoft and updating as needed; printing of class rosters and faculty schedules, creating course permission numbers as trouble shooting student registration problems; train faculty as needed on the use of appropriate software for student advising and grading; research data files to obtain departmental student information pertinent to departmental programs and reports.  The incumbent will maintain temporary faculty pool for the Department; communicate annually with pool members to determine their desire to remain in the pool; work with Programs Coordinators to advertise/update pool as needed; prepare requests to add new members as needed, collect required documents (applications, resumes, official transcripts, letters of recommendation) for files and subsequent appointments; prepare chart of tenure track and temporary faculty assignments; prepare requests for temporary faculty hires for submission to administrative  analyst; order keys; follow-up with faculty and appropriate offices regarding payroll signup, assignment of e-mail and appropriate program access (BroncoDirect, PeopleSoft, Blackboard).  The incumbent will schedule/conduct/collect/process student evaluations for Department instructors; assist Coordinators with RTP process (typing/processing RTP documents, criteria; annual selection of committee) and meeting established deadlines; maintain web site for programs of the department; updating/creating as needed; requires knowledge of website update software programs; recruit/hire/train/supervise student assistants(s); prepare attendance report; conduct performance evaluation and perform other duties as assigned.

QUALIFICATIONS

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.

PREFERRED QUALIFICATIONS

Ability to work independently or as part of a team; excellent communication skills (verbal, writing); ability to multi-task and work with numerous interruptions; experience working with budgets; and good computer skills.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

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.

ADDITIONAL INFORMATION

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: http://dsa.csupomona.edu/police/securityreport.asp

CONDITION OF EMPLOYMENT

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.  http://www.calstate.edu/eo/EO-1083.html


 

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