Administrative Coordinator - Physical Sciences Department

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union – Unit 7

Job Classification: Administrative Support Coordinator I

Anticipated Hiring Amount: $3,680 per month

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

 

THE DEPARTMENT

There are two Physical Science departments in the College of Science (a. Chemistry and Biochemistry Department, and b. Physics and Astronomy Department). The primary focus of these departments is to provide the highest quality and up-to-date instruction in a broad range of topics, advance physical science knowledge through research and creative scholarly and professional activities, and serve the university, local, and global communities. The departments serve over 500 undergraduate majors and approximately 25 graduate students, including 34 tenure-track faculty, 41 temporary faculty, and up to 6 teaching associates. The departments each have an administrative support staff member and a technical staff member, who carry out the departments' mission in collaboration with the chairs and faculty.

The Administrative Support Coordinator (ASC I) is the main point of contact in the physical sciences department office in the College of Science and contributes to its day-to-day administration. This position will greet visitors, handle correspondence, student petitions, scheduling of classes, and enrollment issues, and effectively serve students, faculty, staff, and the campus community by learning and applying university policies and procedures.

 

DUTIES AND RESPONSIBILITIES 

Department Operations: Chemistry and Biochemistry & Physics and Astronomy

Reception & Office Support

• Answer incoming calls and respond to emails. Greet and assist students, faculty, staff, and others with a professional and welcoming demeanor. Serve as the primary information resource for university and department policies and procedures.
• Resolve problems that arise in assigned areas of responsibility using judgment and discretion. Communicate issues clearly and proactively to the Chair, ASCII, and Instructional Support Staff.
• Support department events and meetings, e.g., assist with room reservations, prepare and post flyers, and procure supplies.
• Handle incoming and outgoing mail/parcels for the department. Maintain organization of faculty mailboxes.
• Assist in distributing and maintaining a log of all department paychecks.

Chairs' Assistant

• Assist in disseminating correspondence to and from the Chair. Receive visitors who have an appointment with the Chair and appropriately screen those who do not.
• Assist the Chair with scheduling meetings, appointments, and other calendar-related responsibilities.
• Help the department chair download and share student evaluations of instructors.
• Assist the Chair in the analysis/archival of instructional assessment materials.
• Assist with taking minutes at department meetings.

Information

• Track and post-university and department information for registration, events, advising, petition processing, etc., to the department webpage public displays. Obtain faculty class schedules/office hours, advisor/advisee lists, room schedules, and other documents updated each term and post as appropriate. Assist the Chair in managing the website and refreshing information.
• Create lists of faculty advisors and assigned student advisees. Compile a list of faculty office hours and post faculty schedules outside offices.
• Attend appropriate training courses to remain up-to-date with university policies, procedures, and software systems.

Course Scheduling

• Assist Chair/Associate Chair/ASC II with course scheduling each term when needed.
• Assist with permission number requests, the PERC process, monitor course enrollments, etc.

Student Support

• Provide basic information and direct students to appropriate resources (e.g., faculty advisors, College Advising Center, Registrar, etc.)
• Direct students to appropriate advising areas. Track student academic petition processing and provide final decisions to students. Assist in maintaining records for current majors, inactive majors, and alums.
• Respond to student registration issues in person and electronically to help them enroll for classes (BroncoDirect). Direct students to pre- and co-requisite requirements and assist students with questions regarding the university catalog, Degree Progress Report, etc.
• Assisted with orientation sessions for incoming students; compiled student lists, prepared documents, answered student questions, and issued permission numbers as appropriate.

 

QUALIFICATIONS

• High School diploma or its equivalent
• 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 effectively handle a broader range of interpersonal contacts including those at a higher level and those sensitive in nature. 

 

Preferred Qualifications

• B.A. or B.S. degree in a field related to the position.
• Minimum 4 years of progressively responsible experience in office work, administrative support work, and/or student service.
• Ability to work independently and handle multiple work priorities and projects. Ability to plan, organize, and complete complex tasks. Ability to recognize problems and needs, be proactive, receive feedback, and work collaboratively.
• Ability to maintain a cheerful manner, listen attentively, and employ compassion when interacting with faculty, staff, and students. Ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and sensitive in nature.
• Ability to know in detail and follow all University policies and procedures. Ability to apply various policies and procedures where specific guidelines may not exist. Strong oral and written communication skills with thorough English grammar, punctuation, and spelling knowledge. Ability to draft and compose correspondence and standard reports.
• Working knowledge of budget policies and procedures. Ability to perform standard business math, e.g., calculate ratios and percentages, track financial data, and make simple projections.
• Thorough knowledge of office systems and ability to use a broad range of technologies, systems, and software, e.g., Microsoft Word, Outlook, PowerPoint, and Excel.

 

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. See policy at https://calstate.policystat.com/v2/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/ .

 

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.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

 

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

 

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 .

 

CSU Classification

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 $3,680 and maximum $5,783 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

 

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 [email protected]. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

 

EEO

Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf .

 

Other Notices

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