Contents
Cal Poly Pomona

  DEPARTMENT SECRETARY


Recruitment No.  50769
Classification Title Administrative Support Coordinator I
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Human Nutrition and Food Science, College of Agriculture
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 9/8/14

THE DEPARTMENT 

The Human Nutrition and Food Science Department (HNFS) is an academic unit within the College of Agriculture. HNFS offers two Bachelor of Science programs one in Nutrition (currently named B.S. Foods and Nutrition with options in Dietetics and Nutrition Science) and one in Food Science (currently named Food Science and Technology).

DUTIES AND RESPONSIBILITIES 

The Department Secretary is responsible for overseeing the office operations of the Human Nutrition and Food Science Department Office and providing comprehensive office and administrative secretarial support to the programs offered through the Department assisting the Department Chair through secretarial support for the day-to-day activities related to the business of the Department. The position also provides secretarial support to the Program Directors, Tenured and Tenure-Track faculty and lecturers and provides assistance to students and those outside the Department with information on programs, faculty, job opportunities, and other matters related to the work of the department. The incumbent is responsible for keeping the department office open and answering the phone during business hours and for notifying the Department community in advance via email when a planned leave will require the closing of the Department office for one or more days; provide support and compiles application documents for tenure-track positions, lecturers and staff positions within the department and communicates with applicants regarding the status of their applications and follow up with them when documents are needed for the packets to be complete. The incumbent is responsible for updating and keeping track of all department budget accounts, reconciling statements, researching discrepancies and dispersing funds from the accounts with the Department Chair’s approval; assist faculty with purchase orders regardless of source of funding and with preparing and submitting paperwork required for reimbursements; responsible for building quarterly schedules under direction of the Department Chair and making all changes and corrections as needed and assisting the Department Chair when schedule module deviations need to be requested; assist with downloading course permission numbers for instructors as needed, trouble shooting student on line registration problems; disseminates new and changing university policy and procedures to faculty and students and assists them with compliance; resolve problems that arise and research with various campus entities with no set practice is in place in order to establish a practice that is within policy for department use; serves as the liaison to the Dean’s office and all University offices when the Department Chair and the faculty are unavailable and perform other duties as assigned.  

QUALIFICATIONS

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 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

Knowledge of budget maintenance and dealing with numerical data; experience with PeopleSoft.

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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