Cal Poly Pomona


Recruitment No. 50715
Classification Title Administrative Support Coordinator I
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Geography & Anthropology, College of Letters, Arts, and Social Sciences
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application, Resume, and Cover Letter Required
Classification Salary Range $2,846 - $4,268
Anticipated Hiring Range $2,846 - $3,320
Recruitment Closing Date 05/12/2014


The Geography & Anthropology department provides degrees in three academic disciplines (Geography, Anthropology, and Social Science).  Within the Geography major there are three options: Geography, Environmental Geography and Geographic Information Systems.  Within the Anthropology major there are two: Anthropology and Cultural Resource Management.  The department also offers minors in Anthropology and Geography.  In addition, the department supports a number of general education courses that provide service to a large number of students throughout the university.  


The Department Coordinator will be responsible for a full scope of duties and on-going work coordination including interpreting, communicating, and implementing policies and procedures that carry out the mission of the department in compliance and in conjunction with University and college policies; interact with the department chair to discuss all aspects of the operation of the department, to make recommendations, share information, and provide and receive feedback; responsible to plan and coordinate the methods and details to accomplish the job and determine priorities to ensure the smooth operation of the department; serve as a resource and problem-solver for faculty, students, and non-departmental majors on a broad range of issues using extensive knowledge of complex programs, and internal and external practices and procedures. The incumbent must also serve as the “face of the department” for faculty, students, university departments, professional organizations and the public, while facilitating all communications (mail, phone, email, walk-in) and coordinate written materials produced by the department.  The Department Coordinator will also coordinate and provide lead work direction for key faculty efforts, provide support for field and lab activities in the archeology lab; purchase, inventory, and maintain specialized equipment; ensure that protocols for human remains are practiced; survey and inventory weather station climatology equipment and audio/video multi-media mapping, cameras, tape recorders and other specialized equipment; purchase, inventory and maintain GPS equipment used in field classes; interact with coordinator of the Geographic Information Science Research lab as the primary resource to track inventory and report software problems in the department computer lab. Liaise with various committee chairs (RTP, recruitment, curriculum, etc.) to provide continuity on unique functions associated with each committee; maintain a network with other staff across campus who provide pertinent information relevant to each committee’s function; serve as a resources for committee members; attend committee meetings; prepare, disseminate, and archive minutes of meetings; follow-up on time sensitive items as requested by department chair; correspond with committee members regarding action items, meeting locations, agendas, etc. The Coordinator will assist the department chair in preparing annual department budget and other fiscal reports; develop and maintain accounting and other record-keeping procedures for department budgets (OE&E, telephone, travel, equipment, computer software,  student assistants, general office, Extended University, student scholarships, and Foundation accounts;) monitor and reconcile account allocations, adjustments and expenditures; analyze spending problems and discrepancies and reconcile with appropriate sources; inform department chair of problems and proposed solutions. The incumbent will also oversee student internship related activities; assist faculty in communication with host companies and organizations, maintain and distribute internship information broadly to students, help prepare and submit paperwork and applications to various internship programs, track student internship activities. Coordinate student engagement events for student recruitment efforts; create and maintain student bulletin boards; prepare all information packets needed for student orientations; attend multiple training sessions and other workshops offered by the university and dean’s office; shepherd monthly, quarterly and annual forms and reports such as teaching evaluations, book requisitions, scheduling forms and distributing them to faculty.  The Department Coordinator will inspect department classrooms, hallways, and offices quarterly in completion of the Department of Health and Safety inspection report to identify and report areas that could pose a safety hazard as well as following up on the repair to make sure the issue is resolved.



High School diploma or its equivalent AND four 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 independently a wide 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 and the 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.


Advanced ability in Excel, Word, Outlook, PeopleSoft, BroncoData, BroncoDirect, Data Warehouse, Blackboard; additional years experience in an office and/or university environment; knowledge of the university infrastructure; experience in fiscal reporting and budget maintenance.


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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