Type of Appointment: Full Time, Probationary
Job Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $4,047 per month
Work Schedule: Monday - Friday 8:00 a.m. - 5:00 p.m.
THE DEPARTMENT:
MEP (Maximizing Engineering Potential) and Women in Science and Engineering (WiSE), located in the College of Engineering, provide student support and programming designed to increase the number and diversity of students from first-generation, low-income backgrounds, minority backgrounds, including women, who pursue careers in engineering/STEM fields. Embracing the belief that academic inquiry and learning occur both inside and outside the classroom, MEP-WiSE operates via a learning community model that provides a personalized learning environment to effectively prepare students for the engineering/STEM workforce. With emphasis on reducing the achievement gap, MEP offers a comprehensive retention and graduation success program, including summer bridge, mandatory tutoring, supplemental instruction, and peer mentoring focusing on improving student academic performance. To prepare career-ready graduates, MEP offers a series of essential skills workshops and leadership training program. The mission of the Cal Poly Pomona College of Engineering is to produce well-qualified engineering graduates who are ready for immediate and productive entry into the workforce or for graduate studies. The college provides practice-oriented education based on sound engineering principles and applications, while emphasizing teamwork, communication and creative skills needed to be leaders in a global society. The College of Engineering provides opportunities to more than 8,100 undergraduate and graduate students in seven engineering departments, offering eleven programs leading to Bachelor of Science degrees in Aerospace, Chemical, Civil, Computer, Electrical, Industrial, Manufacturing, Mechanical, Engineering Technology, Construction Engineering Technology, and Electronics and Computer Engineering Technology. In addition, graduate programs are offered for Master of Science degrees in Engineering (with emphasis in Aerospace Engineering or Materials Engineering), Civil Engineering, Electrical Engineering, Engineering Management, Mechanical Engineering, and Systems Engineering. The undergraduate curricula are accredited by the Engineering Accreditation Commission or the Technology Accreditation Commission of ABET, Inc. (Accreditation Board for Engineering and Technology).
DUTIES AND RESPONSIBILITIES:
General Administration:
- Provides administrative support to the MEP-WiSE Director for all program support activities; helps enforce program requirements designed to improve student success; serves as a resource for student employees and student ambassadors. Provides front-desk support, greets visitors/patrons, re-directs information requests as appropriate.
- Processes incoming/outgoing mail. Provides administrative support for the MEP-WiSE Director in scheduling meetings, drafting correspondences, other tasks as needed.
- Access PeopleSoft, CPP Connect, Tableau, social media to support operating procedures in compliance with established protocols and deadlines. Distributes meeting agendas, taking meeting minutes.
- Interacts with staff, faculty, administrators, students via MS Teams, email, phone, in-person.
Business Administration:
- Works closely with Budget Analyst to prepare and collect budget and expense information; maintains record of financial transactions; prepares monthly P-Card expense reports.
- Handles student hiring and payroll (State); maintains accurate work attendance logs; disburses student paychecks; reconciles inconsistencies with Payroll.
- Prepares BroncoBucks. Serves as liaison to vendors.
- Completes travel authorization and expense reports.
- Submits catering requests, facility requests, charge-back forms.
Student Support:
- Handles large-volume student traffic (in-person, phone, email, social media accounts).
- Completes student information requests and explains program policies/requirements related to all aspects of MEP-WiSE.
- Routinely disseminates program information to prospective, incoming, continuing students.
- Queries student information systems to trouble-shoot academic issues; retrieves student academic data (including course grades, transcripts, class schedules); refers student issues to Academic Retention Coordinator, Senior Coordinator, Advisors, Department admin staff, and faculty.
Event Support and External Relations:
- Provides administrative support for large-scale and community events related to student outreach, recruitment, retention, and recognition (academic year/summer).
- Provides support to cultural affinity student organizations: AISES (American Indian Science & Engineering Society), NSBE (National Society of Black Engineers), SHPE (Society for Hispanic Professional Engineers, SWE (Society of Women Engineers).
- Provides support to industry representatives, external agencies, professional societies, advisory board.
- Schedules meetings, submits catering request, arranges guest parking.
QUALIFICATIONS:
- High School Diploma/GED - or equivalent.
- Driver License, Valid and in State Valid CA Driver's license with insurance.
- 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 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.
PREFERRED QUALIFICATIONS:
- Previous experience using MS Office Suite (including Word, Excel, PowerPoint); creating flyers.
- Experience in administrative aspects of work, including knowledge of applicable university policies/procedures; strong grasp of English grammar, punctuation, spelling. Ability to work independently and handle multiple work priorities.
- Ability to compose draft correspondences.
- Ability to handle broad range of interpersonal contacts, including those sensitive in nature.
- Ability to use discretion when handling confidential Level 1 student data and salary information.
- Experience with student information system/records (e.g., PeopleSoft). Experience with room/event scheduling system (25 Live).
- Working knowledge of budget policies, procedures; ability to perform basic math (i.e., calculate ratios/percentages, track financial data, make simple projections).
- Experience financial budget systems (e.g., commercial card expense reporting), collaboration platforms (e.g., MS Teams), and catering request system. Skilled in the use of desktop computing in an office environment (Microsoft Word and Excel). Experience using MS Teams.
- Experience using FaceBook and lnstagram.
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 California State University 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 California State University Background Check Policy.
CSU Classification Salary Range
This position is part of the CSUEU bargaining unit 7. 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 $4,047 and maximum $5,896 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 the I-9 Acceptable Documents website.
University Driving Requirement
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.
Conflict of Interest
This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest 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 the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.
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.
