Administrative Success Coordinator II

Job Details • Pomona, CA

4h

About The Position

The mission of the Cal Poly Pomona Don B. Huntley College of Agriculture is to advance learning and knowledge linking theory and practice in all disciplines, and to prepare students for lifelong learning, leadership, and careers in a changing multicultural world. The Huntley College of Agriculture is committed to academic rigor and excellence in teaching, learning, and scholarship. A Cal Poly Pomona education transforms prepared students into successful professionals. The Huntley College of Agriculture provides study opportunities for more than 2 ,300 undergraduate students and 80 plus graduate students in the five departments. B.S. degrees are offered in: Agribusiness & Food Industry ManagemenUAgricultural Science, Animal & Veterinary Sciences, Apparel Merchandising & Management, Nuturtion & Food Science, and Plant Science. Master degrees are offered in Agricultural Education, Animal Science, Nutrition & Food Science, and Plant Science. This position supports the Huntley College of Agriculture faculty and particularly the Associate Dean and Dean by providing support that enables the Huntley College of Agriculture to better apply for and conduct grants and research, and manage resources, thus allowing the Huntley College of Agriculture to complete 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 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

• 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 and good computer skills.
• Knowledge of Foundation OneSolution.
• Knowledge of grant budget policies and state/foundation procedures.
• Event planning and management experience.

Responsibilities

• Admin. Support for Department Chairs and Students: Greet/screen visitors and phone calls responding to inquiries and redirecting as needed; maintain Chair's calendar; schedule appointments/meetings; prepare routine correspondence; type correspondence, course materials, reports; travel arrangements and supporting documentation; sort/prioritize/log mail; maintain program and student files; maintain department inventory of equipment and supplies; order supplies as needed. Monitor and assist Chair with meeting deadlines for reports, curriculum-related submissions, RTP documents, Strategic Plans, program reviews, alumni outreach, etc. Support fundraising through donor prospect identification and tracking. Students - Assist students with routine, academically-related problems; determine appropriate paperwork/action and processing needed for desired outcome (schedule meetings w/advisor, academic petitions, change of option, leaves of absence, withdrawals, 4-year pledges, etc.). Organize orientations.
• Budget: Maintain/monitor program General Fund and Foundation accounts for programs found in the department; reconcile with statements; work with UFS and Foundation to resolve discrepancies. Make sure invoices are processed/paid within the contract period and that we do not exceed the budget allocation. Process reimbursements and requisitions, reconcile state and foundation credit cards, process scholarship and donation payments, handle on-line and regular orders, approve invoices for payment. Provide Chairs with regular updates on available funds, projected income, and expenditures.
• Program Events: Organize and execute live and virtual departmental meetings and events. Assist with the ABM/AGS and PLT banquets, advisory committee meetings/dinners, and other College of Agriculture-related events as needed. Prepare/mail correspondence, order supplies, prepare competitions; arrange for meals/refreshments; collect/log monies received; maintain/monitor event related accounts; process disbursements/deposits; provide chairs with regular updates on account balances; assist with follow-up evaluation of events. Assist with other events as scheduled.
• Class Scheduling: Responsible for working with both dept chairs for planning and entering class schedule into PeopleSoft and updating as needed, creating course permission numbers and trouble shooting student registration problems. Research data files to obtain departmental student information pertinent to departmental programs and reports.
• Faculty Support: Prepare requests to add new members of temporary faculty as needed, collecting required documents (applications, resumes, official transcripts, letters of recommendation) for files and subsequent appointments; prepare chart of tenure track and temporary faculty assignments; prepare requests for temporary faculty hires for submission to admin. analyst; order keys; follow-up with faculty and appropriate offices re: payroll signup, assignment of e-mail and appropriate program access (BroncoDirect, PeopleSoft, CANVAS). Schedule peer evaluations for Department instructors.
• Website & Students Assistants: Monitor web site for the department and inform College Communication Specialist of any necessary updates as needed. Recruit, recommend for hire/train/oversee student assistant(s). Provide input to performance reviews. Manage and update department social media accounts (e.g., LinkedIn, X, and Instagram).

What This Job Offers

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