Huntley College of Agriculture - Administrative Success Coordinator II

CSU Careers•Pomona, CA

9d•Onsite

About The Position

The Cal Poly Pomona Don B. Huntley College of Agriculture is dedicated to advancing learning and knowledge by linking theory and practice, preparing students for lifelong learning, leadership, and careers in a diverse world. The college emphasizes academic rigor and excellence in teaching, learning, and scholarship, transforming students into successful professionals. With over 2,300 undergraduate and 80+ graduate students across five departments, the college offers B.S. degrees in Agribusiness & Food Industry Management, Agricultural Science, Animal & Veterinary Sciences, Apparel Merchandising & Management, Nutrition & Food Science, and Plant Science, as well as Master's degrees in Agricultural Education, Animal Science, Nutrition & Food Science, and Plant Science. This role provides crucial administrative support to the faculty, particularly the Associate Dean and Dean, enabling the college to effectively apply for and manage grants and research, thereby supporting its mission and goals.

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 systems
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 the 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

Ability to work independently or as part of a diverse team
Excellent communication skills (verbal, writing)
Ability to multi-task and work with numerous interruptions
Experience working with budget
Good computer skills
Knowledge of Foundation OneSolution
Knowledge of grant budget policies and state/foundation procedures
Event planning and management experience

Responsibilities

Greet and screen visitors and phone calls, responding to inquiries and redirecting as needed.
Maintain the Chair's calendar, schedule appointments and meetings.
Prepare routine correspondence, type correspondence, course materials, and reports.
Arrange travel and prepare supporting documentation.
Sort, prioritize, and log mail.
Maintain program and student files.
Maintain department inventory of equipment and supplies, and order supplies as needed.
Monitor and assist the Chair with meeting deadlines for reports, curriculum-related submissions, RTP documents, Strategic Plans, program reviews, and alumni outreach.
Support fundraising through donor prospect identification and tracking.
Assist students with routine, academically-related problems, determining appropriate paperwork and processing for desired outcomes (e.g., schedule meetings with advisors, academic petitions, change of option, leaves of absence, withdrawals, 4-year pledges).
Organize orientations.
Maintain and monitor program General Fund and Foundation accounts, reconciling with statements and resolving discrepancies with UFS and Foundation.
Ensure invoices are processed and paid within the contract period and do not exceed budget allocations.
Process reimbursements and requisitions, reconcile state and foundation credit cards, process scholarship and donation payments, handle online and regular orders, and approve invoices for payment.
Provide Chairs with regular updates on available funds, projected income, and expenditures.
Organize and execute live and virtual departmental meetings and events.
Assist with banquets, advisory committee meetings/dinners, and other College of Agriculture-related events.
Prepare and mail correspondence, order supplies, prepare competitions, and arrange for meals/refreshments for events.
Collect and log monies received, maintain and monitor event-related accounts, and process disbursements/deposits.
Provide chairs with regular updates on event account balances.
Assist with follow-up evaluations of events.
Work with department chairs for planning and entering class schedules into CHRS and updating as needed.
Create course permission numbers and troubleshoot student registration problems.
Research data files to obtain departmental student information pertinent to departmental programs and reports.
Prepare requests to add new temporary faculty members, collecting required documents.
Prepare a chart of tenure-track and temporary faculty assignments.
Prepare requests for temporary faculty hires for submission to the admin. analyst.
Order keys and follow up with faculty and appropriate offices regarding payroll signup, email assignment, and program access.
Schedule peer evaluations for Department instructors.
Monitor the department website and inform the College Communication Specialist of any necessary updates.
Recruit, recommend for hire, train, and oversee student assistant(s).
Provide input to performance reviews for student assistants.
Manage and update department social media accounts (e.g., LinkedIn, X, and Instagram).