Emergency Hire - Administrative Coordinator - Architectural Engineering Department

Cal Poly • San Luis, CA

1d • $25 - $28

About The Position

Oversee the daily operations of the department office and supervise student assistants. Recommend and develop new department procedures as needed. Compose correspondence for department head signature. Compile (research and prepare) reports for department head, faculty, administrative offices, external agencies and organizations. Assist department head with budget monitoring and projections. Track revenue and expenditures for all funding sources, ensuring proper use of funds and compliance with policies and procedures. Prepare monthly ProCard reports, process reimbursements and oversee reconciliation of travel claims. Coordinate and monitor all activities related to faculty retention, promotion, tenure evaluations. Assist and advise departmental peer review committee in all areas of the faculty evaluation process and ensure accuracy of the review cycle. Communicate the department, college, and university policies, procedures, and deadlines to ensure procedural compliance. Serve as department liaison for HR, Academic Personnel, and Payroll Office; interpret and communicate department, college, and university HR, Academic Personnel, and payroll policies and procedures to faculty. Prepare faculty contracts, track entitlements as required. Review Master Payroll Certification. Coordinate recruitments for student assistants, hire and approve time cards. Coordinate faculty recruitments, including managing requisitions and posting advertisements, coordinating interview logistics. Interpret and communicate department, college, and university budget policies and procedures to ensure compliance. Process donations through CAED Dean’s Office. Oversee donor thank-you letters and recognition in departmental publications. Coordinate new scholarship opportunities with CAED Advancement Office, Financial Aid, and CP Advancement Scholarship Coordinator. Coordinate department events including space reservations, catering, guest parking, and invitations. Greet visitors and respond to inquiries from students, parents, faculty, staff and the general public regarding department, college and university information, policies and procedures.

Requirements

• High school diploma or its equivalent.
• Type 45 wpm.
• Five years of general office support or technical experience.
• Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience.

Responsibilities

• Oversee the daily operations of the department office and supervise student assistants.
• Recommend and develop new department procedures as needed.
• Compose correspondence for department head signature.
• Compile (research and prepare) reports for department head, faculty, administrative offices, external agencies and organizations.
• Assist department head with budget monitoring and projections.
• Track revenue and expenditures for all funding sources, ensuring proper use of funds and compliance with policies and procedures.
• Prepare monthly ProCard reports, process reimbursements and oversee reconciliation of travel claims.
• Coordinate and monitor all activities related to faculty retention, promotion, tenure evaluations.
• Assist and advise departmental peer review committee in all areas of the faculty evaluation process and ensure accuracy of the review cycle.
• Communicate the department, college, and university policies, procedures, and deadlines to ensure procedural compliance.
• Serve as department liaison for HR, Academic Personnel, and Payroll Office; interpret and communicate department, college, and university HR, Academic Personnel, and payroll policies and procedures to faculty.
• Prepare faculty contracts, track entitlements as required.
• Review Master Payroll Certification.
• Coordinate recruitments for student assistants, hire and approve time cards.
• Coordinate faculty recruitments, including managing requisitions and posting advertisements, coordinating interview logistics.
• Interpret and communicate department, college, and university budget policies and procedures to ensure compliance.
• Process donations through CAED Dean’s Office.
• Oversee donor thank-you letters and recognition in departmental publications.
• Coordinate new scholarship opportunities with CAED Advancement Office, Financial Aid, and CP Advancement Scholarship Coordinator.
• Coordinate department events including space reservations, catering, guest parking, and invitations.
• Greet visitors and respond to inquiries from students, parents, faculty, staff and the general public regarding department, college and university information, policies and procedures.

Benefits

• Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees.

What This Job Offers

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