Administrative Coordinator for SPICE, OIES, & CAFE

Job Details • Pomona, CA

1d

About The Position

The Special Projects for Improving the Classroom Experience (SPICE) grant program provides grants from Student Success funds to enhance classes at CPP. The Office of Interdisciplinary Ethnic Studies (OIES) provides professional development activities for ethnic studies and associated discipline faculty, campus-wide. The Center for the Advancement of Faculty Excellence (CAFE) provides professional development for faculty teaching, research, and service, including front-line faculty support for enterprise learning technologies. CAFE supports SPICE as the Director is an ex-officio permanent co-chair of the SPICE selection committee. CAFE supports OIES with consultation, space, and administrative analyst services.

Requirements

• 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.

Nice To Haves

• Experience working with faculty and individuals from a broad range of professional, disciplinary, and lived backgrounds in a higher-education environment.

Responsibilities

• SPICE: Under the general direction of the SPICE committee convener and co-chairs, provide multifaceted support for successful implementation of the annual SPICE competitions. Collaborate with the Academic Senate to recruit faculty committee members, and ASI to recruit students.
• Support the SPICE Committee and co-chairs: calendar meetings, take notes and minutes, prepare draft communications, maintain organized documentation, and provide data, including raw data, reports, and summaries as requested.
• Manage the lnfoready proposal platform (or other enterprise proposal technology): enter submission form and review questions, suggest first-draft reviewer assignments, assign reviewers based on direction from SPICE staff, input reviewers, test system, train committee members on lnfoReady, retrieve data and reports, and work with the system administrator to prepare, troubleshoot, and close out competitions.
• Liaise with faculty and other department administrators, responding to queries and providing needed information in a timely manner.
• OIES: Support OIES directors and team members: calendar meetings, take notes and minutes, prepare draft communications, maintain organized documentation, and provide data, including raw data, reports, and summaries as requested.
• Provide logistic support for in-person and remote events: reserve event locations; handle rsvp's and sign-ins, respond to participants; prepare, assemble, and transport materials to event location; respond to needs during events; re-set event locations following events.
• Provide CAFE/OIES administrative analyst with all records and receipts with financial implications; collaborate with administrative analyst to order supplies and services and to provide faculty stipends
• Maintain positive working relationships with various individuals and departments on campus to maximize effectiveness
• Telephone and office reception, responding to requests, phone calls, emails, and visitors, maintaining a welcoming and positive environment in CAFE and OIES

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED