Cross-Departmental Administrative Coordinator

Type of Appointment: Full Time Probationary

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4367 - $4454 per month

Work Schedule: Monday - Friday 8:00 am - 5:00 pm

THE DEPARTMENT:
The College of Business Administration is a dynamic and diverse hub of experiential innovative and global education that transforms lives organizations and societies. The College partners with its stakeholders to develop individuals with the skills knowledge competencies and values to be successful in professional careers and broader community and to contribute to a dynamic global business environment. CBA offers the Bachelor of Science in Business Administration with eight concentrations in six departments. The program is designed to serve both first-time freshman and students transferring from two-year colleges. The College of Business Administration is accredited by the Association to Advance Collegiate Schools of Business (AACSB) the global accreditation leader in business higher education. The College of Business Administration (CBA) academic departments are Accounting Computer Information Systems Finance Real Estate and Law International Business Marketing Management and Human Resources Technology and Operations Management Business CBA Graduate Programs. Administrative departments are Deans Office Student Success Center and Faculty Support Center. The program is designed to serve both first-time freshman and students transferring from two-year colleges. The college offers nine graduate programs namely Master of Business Administration (MBA) Master of Science in Accountancy (MSA) two Master of Science in Information Security (MSIS) one fully online Master of Business Administration in Business Analytics (MSBA) Master of Science in Financial Analytics Master of Science in Human Resource Leadership and Master of Science in Digital Supply Chain Management and Master of Science in Digital Marketing. The College and the Accounting department are accredited by The Association to Advance Collegiate Schools of Business (AACSB) the global accreditation leader in business higher education. It is one of four CSU campuses that have dual AACSB accreditation. Please refer to for more information.

DUTIES AND RESPONSIBILITIES:

Operations (Departments and Deans Office) Reception & Office Support

• Answer incoming calls and respond to emails. Greet and assist students faculty staff and other visitors 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 of the department and the Associate Dean.
• Handle incoming and outgoing mail/parcels. Maintain organization of faculty and staff mailboxes as needed.
• Assist the Deans Office in various special projects and assignments.
• Will rotate between various departments depending on need. Assistance to Department Chair(s)
• Assist the chair with scheduling meetings appointments and other calendar-related responsibilities.
• Process faculty professional development requests including ATI review and forms associated with the procurement of software Prolific or data collection providers equipment direct pays etc.
• Support department events and meetings e.g. assist with room reservations catering prepare announcements assist with hospitality forms and procure supplies.
• Help the department chair download and share student evaluations of instructors. Information
• Track and post university and department information for registration events advising petition processing etc. to the department webpage and/or public display monitor. Obtain faculty class schedules/office hours room schedules and other documents updated each term and post according to department practice. Complete training required by the University and requested by the College in a timely manner. Attend staff meetings as requested. Event Planning and Support for Deans Office
• Support deans assistant or designee with Deans events including venue quotes room reservations catering procurement hospitality forms etc. Course Scheduling
• Assist Chair/ Associate Dean(s) with entering and updating course schedules as needed.
• Create and issue permission numbers according to department practice.

Student Support

• Provide basic information and directs students to appropriate resources (e.g. faculty advisors Student Success Center (SSC) Registrar etc.)
• Coordinate advising processes for students with faculty advisors/Chair/Associate Chair/. Remove advising holds. Track student academic petition processing and provide final decisions to students. Maintain records for current majors inactive majors and alumni.
• Respond to student registration issues in person and electronically to help them enroll for classes (BroncoDirect). Explain pre- and co-requisite requirements and assist students with using the university catalog Degree Progress Report etc. Assist with orientation sessions for incoming students; compile student lists prepare documents answer student questions and verify prerequisites

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:

• B.A. or B.S. degree in a field related to the position.
• Comprehensive and detailed knowledge of applicable university infrastructure policies and procedures.

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 CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs 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 theCalifornia 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 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 candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to theCalifornia 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 $4367 and maximum $6362 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 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 Drivers 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 Universitys 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 Campus Safety Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomonas Annual Security Reportand Cal Poly Pomonas 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 . 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 Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs 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 Pomonas Employment Noticesweb page.

Required Experience:

IC