Administrative Support Coordinator I

Type of Appointment: Full-time, Probationary

Collective Bargaining Unit: 7

Classification: Administrative Support Coordinator I

Classification Salary Range: $3,276.00 - $5,148.00

Anticipated Hiring Range: $3,276 - $3,350 monthly

Work Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m., unless otherwise notified.

Recruitment Closing Date: February 14, 2022

THE DEPARTMENT

The College of Education and Integrative Studies (CEIS) is one of eight colleges and schools on the university campus, and provides course work in undergraduate, graduate, and teacher credential programs which prepare students as professionals in education, social and public service, and other fields. The college offers may opportunities for its students to establish meaningful relationships with the institution and schools in which they work, and to experience learning through internships, field placements, and community service. CEIS consists of the Departments of Education, Educational Leadership, Ethic and Women’s Studies, Liberal Studies, Interdisciplinary General Education, Poly Transfer, Field Experience/Clinical Practice Office, and the Credential Services Office.

DUTIES AND RESPONSIBILITIES

CEIS Advising Center Support:

• Schedules professional advisor meetings and events for the college undergraduate advising center; help students with scheduling appointments; assists with undergraduate students advising program planning (e.g., preparing for workshops, room scheduling, catering, photocopying, etc.).
• Monitor and manage Advising accounts, prepare payment requests and purchase requisitions.
• Submit timesheets for student assistants.
• Coordinate Summer Orientation.

Teacher Candidate Support:

• Provide support to teacher candidates with Go-React and TPA SharePoint: help with upload, account management, storage management, coordinating submissions of observations of teaching with faculty and supervisors.
• Collect, organize, and upload TPA data on Accreditation website.
• Oversee checkout of related equipment to students.
• Manage Accreditation website.

Event planning:

• Supports departments and units across the college with various event planning both in person and virtual: creating flyers, scheduling rooms, sending invitations, ordering food, virtual platforms, invitations, and links etc.
• Work with IGE program on coordinating the events for the arts events package.
• Work with Liberal Studies ASC on budgeting and payments for the IGE arts package.

Other Duties:

• Supports commencement coordinator for CEIS regular commencement and any ECS commencement activities; coordinates scripts for dean and associate dean, coordinates plans for guest speaker(s), works with CEIS department support to coordinate all college commencement logistics, attend university commencement committee meetings when commencement coordinator is not able to attend, sends out notices on cap and gown rentals, handles miscellaneous details that arise throughout the ceremony.
• Other administrative support to the Dean’s office related to operational and procedural matters of the college.
• PIE minutes.

QUALIFICATIONS

• Requires a high school diploma or equivalent.
• Four years of progressively responsible experience in general office or administrative work, or the equivalent. Must have experience working with a broad range of technology, systems, and software packages.
• 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

• Two to four years of college education, experience working with the public, especially within an educational system. Detailed working knowledge of applicable CPP infrastructure and its academic policies and procedures.
• Must possess the ability to independently handle multiple work unit priorities and projects.
• Must possess good communication and interpersonal skills necessary to interact and sensitively work with diverse students, faculty, staff, administrators, and community populations, and an ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and sensitive in nature.
• Must possess ability to effectively compose self-authored reports and correspondence. Must have thorough knowledge of English grammar, punctuation, and spelling.
• Must have knowledge and ability to perform basic business math, such as calculating ratios and percentages, track financial data, and make simple projections.
• Must have knowledge of Cal Poly Pomona academic policies and procedures. Must have the ability to apply a variety of policies and procedures where specific guidelines may not exist.

BACKGROUND CHECK

A background check must satisfactorily be completed before a candidate can be offered this position.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position.  The background check consists of the following:  Employment verification, education verification, reference checks, and checks of the following systems and databases:  National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits 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.

ADDITIONAL INFORMATION:

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.  Effective January 1, 2022, the CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. Questions regarding the CSU Out-of-State Employment Policy, please contact Cal Poly Pomona Employee/Labor Relations & Compliance at [email protected] .

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml

Cal Poly Pomona is a smoke and tobacco-free campus.  Please refer to the link below for policy information.
http://www.calstate.edu/EO/EO-1108.html

CONDITION OF EMPLOYMENT:

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.  http://www.calstate.edu/eo/EO-1083.html