Type of Appointment: Full-Time, Probationary
Job Classification: Administrative Support Coordinator II
Anticipated Hiring Range:$4,417 - $4,620 per month
Work Hours: Monday - Friday, 8am - 5pm
Recruitment Closing Date: July 22, 2025
THE DEPARTMENT:
The College of Science employs several hundred faculty, staff, and student assistants in conducting its educational mission. The Administrative Support for Operations coordinates the daily operations of the Assistant Dean's/CEMaST office and serves as the primary point of contact for students. This position coordinates student hiring and payroll processing, serving as a resource for hiring and processing student assistants across college units. This position also supports the Assistant Dean in the review process for all college-level scholarships, assists the CEMaST Director with the MSTI and Prete scholar processes, and serves as the college contact to ensure that annual scholarships are entered and awarded via the Bronco Scholarship Portal (BSP).
DUTIES AND RESPONSIBILITIES:
College Operations Support
- Coordinate the daily operations of the Assistant Dean's/CEMaST office and serve as the primary point of contact for students.
- Independently respond to numerous in-person requests, emails, and telephone inquiries; serve as a resource for university and departmental policies and procedures.
- Coordinate the Outlook calendars and schedules for the Assistant Dean and CEMaST Director.
- Maintain and update the CEMaST webpage and social media accounts.
- Independently provide administrative support and coordination for functions and events; make room space reservations, procure supplies, and assist with setup as needed.
- Support financial processes for the Assistant Dean and CEMaST Director, including purchasing (Philanthropic and Foundation P-cards, requisitions, and payments), stipends, and assisting in budget management.
- Records - Independently create and monitor electronic files, ensuring they are up-to-date for volunteers, accident reports, special student petitions, etc.
- Student Travel - Process student travel forms requiring the Dean's and/or the Provost's approval.
- Serve as backup for the Dean's Office operations, including swipe card access, facilities issues, Sci Dean inbox, CEMaST inbox, etc.
- Communicate issues clearly and proactively to the Assistant Dean, CEMaST Director, and/or the HEERA manager; resolve problems that arise in assigned areas of responsibility using judgment and discretion.
Student Hiring and Payroll Processing
- Serve as a timekeeper for student assistants and track and analyze monthly student payroll reports from all departments for approval.
- Coordinate student hiring, including job posting and processing hiring forms for the departments; serve as a resource for hiring and processing student assistants for college units.
- Disburse student paychecks.
- Research and pull data from Tableau on student gross pay for student payroll.
Scholarship Processing
- Support the Assistant Dean with the review process of all college-level scholarships.
- Support the CEMaST Director with the MSTI and Prete scholar process, including recruitment, selection, and payment.
- Serve as the college contact for ensuring annual scholarships are entered and awarded via the Bronco Scholarship Portal (BSP).
QUALIFICATIONS:
- High School Diploma/GED - Or equivalent.
- Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
- Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.
PREFERRED EXPERIENCE:
- Proficiency using MS Office (Word, Excel) and other task-specific software (PeopleSoft financial, Tableau, etc.).
- Previous experience in an educational setting is desirable.
- Experience working with young adults from a diverse background.
- Bachelors degree in field related to position.
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 the CSU Out-of-State Employment Policy.
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 the CSU Background Check Policy.
CSU Classification Salary Range
This position is part of the California State University Employees Union (CSUEU) bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,058 and maximum $6,653 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 the Acceptable I-9 website.
University Driving Requirements
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.
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
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.
