|Classification Title||Adminstrative Support Assistant II|
|Collective Bargaining Unit||CSUEU/Bargaining Unit 7|
|College/Department||Office of Student Life & Cultural Centers|
|Type of Appointment||Temporary|
|Application Materials Required||University Application, Resume, Cover Letter and DMV Report Required|
|Full time Classification Salary Range||$2,539 - $3,808|
|Full time Anticipated Hiring Range||$2,539 - $2,962|
|Recruitment Closing Date||This position is subject to close at anytime.|
The Office of Student Life and Cultural Centers exist to support student development, cultural enhancement, social justice and academic excellence. Basic services provided by the department include: campus scheduling, community service/service learning, cultural programming, leadership and diversity training, club and organization advising, campus policy, crisis intervention, and a variety of other services related to campus life at Cal Poly Pomona. The Office of Student Life and Cultural Centers adhere to the premise that student involvement results in retention, improved academic performance and leadership. Through co-curricular education and academic support of the Office of Student Life and Cultural Centers empower students to go into their communities and effect positive change. Through such areas as clubs and organizations, multicultural leadership education, and a variety of programs and services offered by Student Life and each of the five cultural centers, students are provided with a number of opportunities for personal growth, academic success, and a sense of community through their college experience.
The Rose Float Assistant provides clerical support for the Director of the Rose Float Program. As the first point of contact for the Office it provides front-line customer services; screens personal visitors and telephone inquiries, handles routine requests independently, refers others appropriately based on knowledge and understanding of university policies and procedures; uses appropriate communication/customer service skills with students, staff, administrators, faculty, and public-listens to and finds solutions. Receives, screens, and routes incoming mail for the office; gathers pertinent background material, and independently handles routine requests; maintains filing system of correspondence: tournament forms, parade forms, manuals, reports, and flyers so information is organized and can be retrieved in a timely fashion. Maintains automated calendar for the office, schedules appointments and meetings, including physical arrangements and written notification; maintains Director’s Office and Student Office for general public, donor visits, and student operations. Using BroncoDirect to query student information, prepares grade point averages report for director, prepares quarterly priority registration package for Rose Float leaders per academic senate requirements; maintains adequate inventory for office operations including ordering and projecting future office supply needs; prepares purchase requisitions for supplies, equipment and maintenance contracts; maintains the copier and fax machines. Oversees accounts receivables and payables (approximately 100K); train students treasurers/assistants in the administrative function of their duties as it relates to all accounts receivables and payables, check for accuracy and completeness, organizing and archiving electronic files and books; maintain transaction records for all income and expenses for the department; monitor all accounts and expenses to inform the Director of available balances; access information from the campus and Foundation financial databases; check information from ASI Business Services to evaluate the accuracy of all claims, purchase orders, account balances, etc. Prepare purchase orders for a variety of supplies and equipment for office and lab use; act as a liaison between suppliers, vendors and purchasing to accomplish delivery within necessary deadlines; research procurement capital expenses; pull all city permits for float transportation to Pasadena and back to Pomona; compose convoy permit book; organize and be point of contact for all rose parade, rose bowl seating, and VIP parking details; prepare and process all travel forms, including reimbursement to director. Prepares work orders, office services, e.g. new phone lines, equipment, painting of offices and new phone equipment; prepares key requests, security clearances and any other requirements for new student officers; composes correspondence as requested by the Director; assists with projects for the Director’s Office; i.e., typing projects, event planning, mailings, etc. Leads the student assistants and trains them on front office procedures and protocols; assists in leadership training of officers; assists in maintaining Rose Float personnel documents, and donor information; files a variety of materials in separate filing systems and maintains various database files for office; independently retrieves materials from files as requested; assist Director in keeping track of time for student assistants and forms for payroll processes. Acts as contact person for special luncheons and activities for the Director; assists in planning joint committee meetings, retreats, campus-wide meetings and events by designing flyers and invitations, ordering refreshments, and staffing events; schedules appointments and meetings including physical arrangements and written notification; assists with special projects assigned by the Director and participates in employee training opportunities designed to enhance work effectiveness.
High School diploma or its equivalent AND three years of experience in general office clerical or secretarial work or the equivalent. General working knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of office methods, procedures, and practices; thorough knowledge of English grammar, punctuation and spelling; ability to learn, interpret independently, and apply a variety of complex policies and procedures; able to identify deviations from applicable policies; ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions. Ability to perform arithmetic functions of a transactional nature, including tracking and comparing data; ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills; demonstrated competence in effectively presenting standard information in writing; demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions. Typing and keyboarding skills with the ability to type/key at a corrected rate of 45 words per minute.
Proficient in MS Word, Excel, Outlook, FileMaker Pro, and BroncoDirect. Maintain a high level of customer service with all visitors to the Director’s Office; ability to find solutions for student problems; maintain a good working knowledge of the University; possess strong communication skills; ability to multi-task and work on several projects at one time in a fast paced environment; work with and understand the implications of confidential information and possess excellent organizational skills.
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: http://dsa.csupomona.edu/police/securityreport.asp
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
Achieving Excellence as a Learning-Centered University