Type of Appointment: Full Time, Long-Term Temporary
Job Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $4,047 - $4,128 per month
Work Schedule: Monday-Friday, 8:00am-5:00pm
THE DEPARTMENT:
The primary function of the Procurement Services Department is to purchase goods and services through collaborative approaches, by leveraging spend and managing suppliers to optimize costs, improve supplier performance, and lowering risk for University requirements. This includes ensuring that the University complies with all contract rules and laws, as established by the government, including State of California and the Chancellor's Office.
DUTIES AND RESPONSIBILITIES:
Procurement Systems & Requisition Support
- Enter and process requisitions in PeopleSoft (or similar ERP/Procure-to-Pay system) on behalf of Buyers.
- Monitor procurement activities using SmartSheet and CSU Procure-to-Pay (P2P) systems.
- Log, track, and maintain procurement requests, purchase orders, insurance documents, and contracts.
- Run queries, generate reports, and produce tracking documentation for Buyers and leadership.
- Ensure accuracy, completeness, and compliance of all procurement documentation.
- Identify discrepancies and coordinate resolution with appropriate stakeholders.
- Maintain audit-ready files and support Public Records Act requests when necessary.
Office & Customer Service Support
- Serve as the primary point of contact for Procurement Services.
- Provide desk, telephone, and email coverage; respond to inquiries from campus departments and vendors.
- Research and resolve procurement-related questions in a timely and professional manner.
- Receive and process incoming mail, requisitions, insurance documentation, and department correspondence.
- Perform extensive computer-based work including typing, data entry, spreadsheets, scanning, e-filing, and document preparation.
- Maintain high standards of customer service and professional communication.
Administrative & Leadership Support
- Provide clerical and administrative support to the Director, Manager, and Leads.
- Prepare documents, gather information, obtain signatures, and distribute completed materials.
- Track receipts, contracts, and executed documents.
- Draft and compose correspondence and standard reports.
Meeting & Project Coordination
- Schedule and coordinate meetings for procurement leadership and teams.
- Prepare agendas, take meeting minutes, and track action items.
- Support administrative projects related to procurement operations and P2P implementation.
- Facilitate virtual meetings and training sessions using Zoom, MS Teams, or similar platforms.
QUALIFICATIONS:
- High School Diploma/GED - or equivalent,
- 4 years of progressively responsible experience in general office clerical or secretarial work.
- Valid driver's license and insurance
- Experience in working independently, ability to set priorities and be accountable for work results
- Ability to apply judgment, discretion, and initiative to difficult problems with creative solutions.
- Experience presenting information and responding to questions from faculty, staff, administration, customers and the general public.
- Thorough mastery of English grammar, punctuation, and spelling
- Thorough knowledge of office software packages, technology, and systems
- Working knowledge of budget policies and procedures
- Ability to independently handle multiple work unit priorities and projects
- Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
- Ability to perform 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 effectively handle a broader range of interpersonal interactions, including those at a higher level and those sensitive in nature.
- Familiarity with an integrated financial system
- Ability to utilize databases for storing, retrieving, and tracking documentation and projects
- Ability to read and understand the campus, CSU, and state policies
- Ability to interpret the financial system information for end-users
- Ability to work effectively in a fast paced, high volume environment with constant interruptions and changing priorities while still meeting deadlines.
- Must have excellent interpersonal, oral and written communications skills and ability to maintain working relationships with co-workers, vendors, and other members of the campus community.
PREFERRED QUALIFICATIONS:
- Experience in higher education or public sector procurement.
- Experience supporting multiple managers or executives.
- Knowledge of college/university operations and infrastructure.
- Experience with Procure-to-Pay system implementation or support.
- Experience with PeopleSoft in a higher education environment.
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.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety 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 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.
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.