Huntley College of Agriculture - Administrative Success Coordinator II

Cal Poly Pomona•Pomona, CA

10d•$4,367 - $6,362•Onsite

About The Position

The Cal Poly Pomona Don B. Huntley College of Agriculture's mission is to advance learning and knowledge by linking theory and practice in all disciplines, preparing students for lifelong learning, leadership, and careers in a changing multicultural world. The college is committed to academic rigor and excellence in teaching, learning, and scholarship. This position supports the Huntley College of Agriculture faculty, particularly the Associate Dean and Dean, by providing support for grant and research applications, resource management, and overall mission completion. 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. The college serves over 2,300 undergraduate and 80+ graduate students.

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 and 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 Chair's calendar, schedule appointments and meetings.
Prepare routine correspondence, type correspondence, course materials, and reports.
Arrange travel and 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 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 action needed 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 for departmental programs, reconciling with statements and working with UFS and Foundation to resolve discrepancies.
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 (ABM/AGS and PLT), advisory committee meetings/dinners, and other College of Agriculture-related events.
Prepare and 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, and assist with follow-up evaluations of events.
Responsible for working 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 for files and subsequent appointments.
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 (BroncoDirect, PeopleSoft, CANVAS).
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).