Type of Appointment: Full Time, Probationary
Job Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,367 per month
Work Schedule: Monday - Friday 8:00 a.m. - 5:00 p.m.
THE DEPARTMENT:
The mission of the 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 collaboration, communication, and creative skills needed to be leaders in a global society. The College of Engineering is a recognized leader in undergraduate engineering education and is the largest college on the Cal Poly Pomona campus. There are seven academic programs, the Departments of Aerospace, Chemical & Materials Science, Civil, Electrical & Computer, Electromechanical Engineering Technology, Industrial & Manufacturing, and Mechanical Engineering, the MEP-WiSE program, and the Advising Center. At present, the College of Engineering has approximately 6,000 undergraduate and graduate students, over 170 temporary faculty, approximately 100 tenure-line faculty, and 37 staff members. The college practices a learn-by-doing education philosophy and links theory to practice. Students participate in real-world engineering problem-solving through internships, senior class projects, and senior capstone design experiences. We graduate day-one professionals who are highly sought after by industry. Teaching, student learning, and student success are our major priorities, and active research and scholarly activities are expected of faculty. To support these priorities, 62% of our instructional spaces are devoted to laboratories.
DUTIES AND RESPONSIBILITIES:
Office Administration and Budget
- Coordinate the daily operations of the Chemical and Materials Engineering (CME) department.
- First point of contact for students, faculty, staff, and visitors to the department. Independently respond to in-person, email, and telephone inquiries.
- Coordinate multiple calendars and schedules
- Advise department chair on improvements to operational functions to achieve department goals.
- Serve as liaison to campus administrators, faculty, and staff on issues related to CME department.
- Coordinate activities with various organizations, departments, and offices on campus.
- Input the CME course schedule into the online system and make changes when necessary.
- Ensure that the scheduling module is follow ed. Initiate and process documentation for lecture hires and new faculty
- Initiate and process department requisitions and faculty and student reimbursements . Coordinate student assistant hiring Uob postings, hiring process, etc.)
- Enter absence management for faculty and student assistants
- Receive and distribute department paychecks as needed
- Coordinate and support department functions and events (i.e., Annual Alumni and Student Awards banquets, Distinguished Lectures, Project Symposium, Summer Orientation, Engineering Preview Day, and Industry Action Council).
- Collaborate with facilities for scheduling after hours and weekend classes.
- Contact for facilities and IT for the department.
- Create and implement guidelines and procedures to meet changing department needs.
Student Support
- Assist students with course and class schedule support
- Direct students to correct information, i.e., Registrar's office, Advising, etc
- Correspond with students concerning under-enrolled courses and incorrect enrollment
- Generate and distribute permission numbers
- Provide information to students regarding procedures for undergraduate and graduate degree programs.
- Administer pre-req waiver forms
- Supervise student make-up tests if faculty are not available and when needed
Cross-Departmental Administrative Support
- Provide administrative support across larger departments based on operational needs, in particular for the Civil Engineering department. Assist with scheduling, enrollment processes, and permission numbers.
- Post and maintain accurate information on registration, advising, events, and petitions.
- Support advising coordination, petition tracking, and student record management.
- Respond to student registration issues, provide guidance on university systems, and direct students to appropriate resources.
- Assist with orientation sessions and the Senior Design Project process.
Chair and Faculty Support
- Collaborate with the department chair and faculty on the class schedules
- Schedule and coordinate department meetings, create agenda with the department chair, take meeting notes, and follow-up on action items. Monitor enrollment in all courses to meet requirements
- Assist faculty with travel and reimbursement procedures
- Post faculty positions on recruitment sites
- Collect all lecturer application packets and schedule interviews
- Collect assigned time forms from faculty
- Check student transcripts for project class eligibility
- Download PERC lists and assist faculty with making sure students are enrolled correctly.
QUALIFICATIONS:
- High School Diploma/GED - Or its 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 QUALIFICATIONS:
- Previous experience in an educational setting.
- Demonstrated ability to communicate effectively and provide responsive service to individuals from varied academic, cultural, and linguistic backgrounds.
- Positive disposition, high energy, creativity and ability to work as a team member.
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.
Education Code 89521 Requirements
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
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 $4,367 and maximum $6,362 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.