Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union - Unit 9

Job Classification: Administrative Analyst/Specialist – Non Exempt

Anticipated Hiring Amount: $3,518 - $4,465 per month

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

THE DEPARTMENT

The Dean's Office in the College of Letters, Arts, and Social Sciences is the administrative unit responsible for 12 academic departments, over 120 tenured and tenure track faculty, more than 225 temporary faculty, and over 40 staff members. The college generates the largest amount of FTES each semester and has the second largest budget among the eight academic colleges and school.

DUTIES AND RESPONSIBILITIES

• Provide administrative support to the Associate Dean for Academic Programs and Student Success in a full range of administrative support functions.
• Provide support for specialized programs, initiatives, outreach, and events such as Fall Preview Day and Spring Open House, Panetta Internship, Gl2025, Dean's List and College level scholarships
• Prepare announcements and oversee distribution to campus community, facilitate cost effective and creative event management, such as food, decorations and vendors, schedule volunteers, monitor and broadcast deadlines, accept and review applications for completeness, check student eligibility, schedule interviews, respond to questions, gather and synthesize data, and provide information.
• Assist the Communications Specialist, and if needed, act as backup to the Communication Specialist, with planning and coordinating all arrangements for the CLASS commencement ceremony; attend meetings, make independent decisions to ensure the seamless perfection of the ceremony, handle various and unique problems that arise, develop practical and innovative solutions (often at the last minute), make recommendations, and work closely with several levels of university staff and administration to establish and convey details of the ceremony.
• Provide backup support to Dean's Office front desk as needed. Serve as back up support for check pick up for Faculty, Staff, and student checks; recording, reconciliation, and distribution of state payroll checks-ensure that all faculty & staff receive a paycheck if warranted; reconcile with Payroll department regarding checks not received; obtain signatures of department representatives who are picking up checks; maintain accurate log of check distribution; maintain timeline for checks returned to Payroll for various reasons.
• Consult with various stakeholders and departments (College Budget Analyst, Associate Dean of Academic Personnel and Resources, College Departments, Office of Academic Affairs Capital Project Specialist, Facilities Planning & Management, l&IT and Furniture Vendors) to coordinate office and classroom refresh projects.
• Implement office redesigns and relocations with minimal disruption to occupants; Work with departments to ensure all spaces that are being refreshed are vacant; Liaison with Facilities to ensure communication regarding the status and completion of office refreshes; submit requisitions for furniture; Liaison with furniture vendors to ensure communication regarding the status and completion of furniture orders; schedule and be present for each space install; order additional supplies (i.e. chairs and whiteboards) and deliver as needed; consult with l&IT for any necessary requests. Contact Facilities Management for routine work requests; Contact l&IT Help Desk to report problems within the college as needed.
• Work with Associate Dean of Academic Personnel and Resources to gather space allocations for the new faculty; Follow CPP guidelines and procedures by completing the necessary forms/reports including detailed information for each space; Access schematics for spaces that are being refreshed; Work with the Associate Dean to conduct college space audits on a regular basis. Seek out and collect relevant space information from all departments, maintain records related to space allocations across all departments, and update these records over time.
• Prepare utilization report to determine under or over utilization of space; evaluate space allocation and coordinate use between departments; provide data towards the campus needs analysis to determine an increased need for office space and classrooms and to ensure adequate classroom technology exists.
• Responsible for input and update of college scheduling for the term listing of classes; Communicate scheduling timelines and procedures from Academic Programs to department schedulers and chairs; Provide on-going support and training to the schedulers in CLASS; Serve as liaison between the departments and Academic Programs on all scheduling issues.
• Provide support to departments during times of scheduling transitions and vacancies; serve as a secondary resource for all college departments for permission number generation during high volume periods.
• Proactively monitor and pull data for the course schedule during registration to give the associate dean accurate information, enabling enhanced room utilization. Work with departments to allocate Dean's Office classrooms during the intercollege Scheduling period
• Develop solutions to special scheduling problems and needs that arise; Work with university scheduling specialists in Academic Programs to finalize the schedule of classes into classrooms by established deadlines.

QUALIFICATIONS

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

Preferred Qualifications

• Familiarity in Bronco Direct, PeopleSoft, Tableau, Blackboard; experience working in a university environment, additional years of work experience.

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. For more information, go to https://calstate.policystat.com/policy/10899725/latest/.

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 https://calstate.policystat.com/policy/13813878/latest/.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit. The CSU Classification Standards for this position are located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx. The classification salary range for this position according to the respective skill level is: minimum $3,518 and maximum $6,791 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

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.  For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.   

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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

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.

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 ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to 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 veteran or military status.  We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

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