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Administrative Support Coordinator I - Biological Sciences

Apply now Job no: 533820
Work type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union – Unit 7

Job Classification: Administrative Support Coordinator I

Anticipated Hiring Amount: $3,505 - $3,704 per month

Work Hours: Monday – Friday 8:00 am-5:00 pm



The primary functions of the Biological Sciences Department are (1) to provide the highest quality and up-to-date instruction at the undergraduate and graduate levels in a broad range of topics in the biological sciences; (2) to advance biological knowledge through research, scholarship, and creative and professional activities; (3) and to serve the University, local, and global communities.

As part of its teaching and community service missions, the Biological Sciences Department maintains a variety of animal and plant species. These live specimens are used in both teaching (classroom and field demonstrations and laboratory teaching exercises) as well as in community outreach activities such as those conducted by the Bio Trek facilities (Rainforest, Ethnobotany, Project Blue, and Mesozoic learning centers). Consistent with the Cal Poly Pomona core value of "learn by doing," the curriculum offered by the Biological Sciences Department is laboratory intensive, providing the students with valuable experiential learning opportunities to prepare them for future careers.

Bio Trek is a significant source of pride for the Department. Annually, Bio Trek provides educational exposure to thousands of Cal Poly Pomona students who take classes offered by the Department, as well as over 7,000 K- 12 and community college students who visit Cal Poly Pomona from more than 35 surrounding K-12 schools and a few community colleges. Moreover, Bio Trek provides service-learning opportunities to Cal Poly Pomona students.



Department Operations

  • Serve as the front-office face of the Department with a professional and welcoming demeanor and respond to incoming calls and emails in a timely manner.
  • Serve as the primary information resource for university and department policies and procedures.
  • Provide direction and training to office student assistants in a supportive manner.
  • Ensure continuous department office operation, control workflow, and set priorities.
  • Schedule and confirm appointments on the Department Chair's calendar.
  • Receive visitors who have an appointment with the Chair and screen those who do not.
  • Assist in correspondence from the Chair and transmit as needed.
  • Help coordinate staff vacation times and emergency contacts during holidays.
  • Take minutes at department faculty and staff meetings.
  • Support department events and meetings, e.g., assist with room reservations, prepare and post flyers, and order/provide refreshments.
  • Assisted with award events by printing certificates, ordering/updating plaques, and maintaining records.
  • Ensure facility requests are addressed in a timely manner.
  • Assist in the management of faculty/TA office space and arrange for keys and swipe access.
  • Ensure classroom and research access for faculty, staff, students, and volunteers each term.
  • Receive and appropriately distribute copies of completed peer observation forms.
  • Assist with documents and signatures for lecturer's periodic evaluation process.
  • Ensure confidentiality and safekeeping of faculty documents and provide access to authorized individuals.
  • Ensure advising sheets and other informational handouts are up-to-date and available in the front office or other locations.
  • Track and post-university and department information for registration, events, advising, etc., on bulletin boards, websites, and other public displays.
  • Obtain faculty class schedules/office hours, advisor/advisee lists, room schedules, and other documents updated each term and post as appropriate.
  • Coordinate with IT/Webmaster to ensure the accuracy of email lists, faculty rosters, etc.
  • Transmit informational email updates to the Department for the Chair, Associate Chair, or
  • Graduate Coordinator as needed.
  • Coordinate incoming and outgoing mail/parcels for the Department.
  • Maintain organization of faculty mailboxes.
  • Assist with ordering office supplies for faculty, staff, and front office.
  • Maintain supplies of refreshments for meetings (e.g., coffee, tea, etc.)
  • Help maintain office equipment (e.g., copiers and printers) and manage copier codes.
  • Attend appropriate training courses to remain up to date with policies, procedures, and software systems at the University.

Student and Faculty Support

  • Provide basic information and direct students to appropriate resources (e.g., faculty advisors, College Advising Center, BAG, Admissions, Registrar, etc.)
  • Assist faculty with advising processes and remove advising holds as appropriate.
  • Provide clerical support for the Chair, Graduate Coordinator, and Associate Chairs as needed.
  • Collect and file course syllabi each semester.
  • Respond to student registration issues in person, by phone, during Zoom office hours, and via email and help them enroll for classes (BroncoDirect).
  • Explain pre- and co-requisite requirements and determine whether students meet them using the university catalog, Degree Progress Report, etc.
  • Issue student permission numbers as appropriate.
  • Assist department committees as necessary, e.g., assist with faculty searches.
  • Provide current travel policy information to faculty, staff, and students.
  • Coordinate student travel forms and approvals.



  • High School diploma or its equivalent
  • 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 a broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects. Ability to apply various policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculating ratios and percentages, tracking financial data, and making simple projections. Ability to draft and compose correspondence and standard reports; ability to effectively handle a broader range of interpersonal contacts including those at a higher level and those sensitive in nature. 


Preferred Qualifications

  • BA or BS degree in field related to the position.
  • Ability to work independently and handle multiple work priorities and projects.
  • Ability to recognize problems and needs, to be proactive, to receive feedback, and to work
  • collaboratively.
  • Strong oral and written communication skills.


Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at 


Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).

The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. 

In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.

For more information, go to


Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at


Child Abuse/Neglect Reporting Act (CANRA)

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. See policy at


Security & Fire Safety

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), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: and


Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.


CSU Classification

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, The CSU Salary Schedule is located on the following site: The classification salary range for this position according to the respective skill level is minimum $3,505 and maximum $5,508 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.


Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at More information is available at:



Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit 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. More information is available at: and at


Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices  web page.

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