Emergency Hire - Administrative Support Coordinator II - Experience Industry Management

Cal Poly•San Luis Obispo, CA

2d•Onsite

About The Position

Provide a full range of support involving the use of judgement and discretion to the department head, faculty, staff, and students of the EIM department, including providing the department head with suggestions regarding faculty scheduling, events, calendaring, complex purchase requisitions, and paperwork requests. Provide lead direction with administrative and procedural help to office student assistants. Regularly set own priorities and manage multiple work priorities. Ensure appropriate daily office coverage and coordinate work schedules as needed to cover department events. Interpret and communicate to students, parents and prospective students the administrative and academic regulations, policies, and procedures of department. Project, monitor, advise and reconcile budget on state-side, University Campus Programs, and Cal Poly Partners. Track spending of professional development dollars and student hours. Track funds expenditures, research history, and provide summary information and recommendations. Provide reports to department head as needed. Manage all state and corporation accounts; ensure timely invoicing, billing, reconciliations, and maintenance. Handle all supply requests and purchase requisitions/orders for department, individual faculty grants, and for the Experience Innovation Lab. Ensure all financial paperwork and reports for large department events including the EIM Auction and inter-department events are processed correctly and in a timely manner. Support department faculty and student travel, travel claims and reimbursement for department head, faculty, and students. Coordinate student assistant and ISA/tutor employment opportunities at department level. Coordinate advertising for available student employment opportunities. Initiate personnel transactions and complete all necessary employment forms. Investigate and resolve payroll problems, collect and review timesheets, and reconcile and review absence management and master payroll. In coordination with the Assistant Director of Personnel, process staff and faculty personnel transactions and complete necessary employment forms for both state-side and Cal Poly Partners’ hires. Coordinate recruitments for staff and faculty positions as needed, including the part-time lecturer pool, Full-Time Lecturers, and tenure-line faculty. Assist in preparation of position descriptions, job announcements, appropriate forms, interviews, and travel for candidates. Work with the Assistant Director of Personnel, Academic Personnel, Human Resources, Payroll, Cal Poly Partners, and others to complete all requirements for employees and volunteers. Serve as department property coordinator including faculty workstation records. Maintain office equipment. Order department supplies and inventory and maintain supply room. Coordinate facilities repair and maintenance, keys, and security alarms. Review, interpret and apply a wide range of University and college personnel policies and procedures, ensuring all guidelines are followed and faculty files are provided correctly and on-time at faculty and department level. Coordinate with department head and faculty with class scheduling functions; track WTUs and maintain appropriate teaching loads; reconcile FAD reports and independent study course enrollments; monitor enrollments and initiate changes; schedule facilities for classes, and other departments and groups; coordinate and prepare catalog/curriculum revisions; assist faculty with providing permission numbers; assist in process of Implementing experimental and variable topic courses. Coordinate and assist in preparation of annual and re-accreditation reports. Coordinate with department head the development and communication of agenda for various events (weekly program meetings, advisory council meetings, quarterly/annual presentations to students and/or parents, department retreats); attend meetings and prepare summary notes/minutes for distribution. Coordinate and plan department meetings, projects, and large scale special events as needed, including Summer Orientation Advising & Resources program, Rho Phi Lambda/RPTA Career Fair, Department Advisory Council meetings, EIM fundraisers, and industry tours. Serve as controller for EIM fundraisers, including processing sponsorship and donor gift forms for accurate gift credit. Track event registration, assist fundraiser committee in processing and with compliance of university contract and advancement procedures. Process all required forms. Coordinate with dean’s office on college special events including but not limited to Fall Conference, Fall Preview, Open House, Graduation, department post-commencement ceremony, and Week of Welcome. Gather materials to respond to inquiries; receive donations of equipment, supplies, services and funds; obtain back-up information; complete process and follow up; and maintain records of donations. Ensure paperwork to College Advancement team is submitted in a timely manner and all deadlines are met. Coordinate communications with alumni and industry partners, including tracking contributions and processing donor thank you letters. Monitor and comply with university requirements for advancement and fundraising activities. Coordinate production of department newsletter – weekly or annual or bi-annual. Provide and edit content, prepare layout using desktop publishing software and use hard copy and/or web-based resources for distribution. Collaborate and support EIM social media marketing, website marketing, including generating, soliciting, and developing department news, events, and activities of students, faculty, and alumni.

Requirements

High school diploma or its equivalent.
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

Provide a full range of support involving the use of judgement and discretion to the department head, faculty, staff, and students of the EIM department, including providing the department head with suggestions regarding faculty scheduling, events, calendaring, complex purchase requisitions, and paperwork requests.
Provide lead direction with administrative and procedural help to office student assistants. Regularly set own priorities and manage multiple work priorities. Ensure appropriate daily office coverage and coordinate work schedules as needed to cover department events. Interpret and communicate to students, parents and prospective students the administrative and academic regulations, policies, and procedures of department.
Project, monitor, advise and reconcile budget on state-side, University Campus Programs, and Cal Poly Partners. Track spending of professional development dollars and student hours. Track funds expenditures, research history, and provide summary information and recommendations. Provide reports to department head as needed.
Manage all state and corporation accounts; ensure timely invoicing, billing, reconciliations, and maintenance. Handle all supply requests and purchase requisitions/orders for department, individual faculty grants, and for the Experience Innovation Lab. Ensure all financial paperwork and reports for large department events including the EIM Auction and inter-department events are processed correctly and in a timely manner.
Support department faculty and student travel, travel claims and reimbursement for department head, faculty, and students.
Coordinate student assistant and ISA/tutor employment opportunities at department level. Coordinate advertising for available student employment opportunities. Initiate personnel transactions and complete all necessary employment forms. Investigate and resolve payroll problems, collect and review timesheets, and reconcile and review absence management and master payroll.
In coordination with the Assistant Director of Personnel, process staff and faculty personnel transactions and complete necessary employment forms for both state-side and Cal Poly Partners’ hires. Coordinate recruitments for staff and faculty positions as needed, including the part-time lecturer pool, Full-Time Lecturers, and tenure-line faculty. Assist in preparation of position descriptions, job announcements, appropriate forms, interviews, and travel for candidates. Work with the Assistant Director of Personnel, Academic Personnel, Human Resources, Payroll, Cal Poly Partners, and others to complete all requirements for employees and volunteers.
Serve as department property coordinator including faculty workstation records. Maintain office equipment. Order department supplies and inventory and maintain supply room. Coordinate facilities repair and maintenance, keys, and security alarms.
Review, interpret and apply a wide range of University and college personnel policies and procedures, ensuring all guidelines are followed and faculty files are provided correctly and on-time at faculty and department level.
Coordinate with department head and faculty with class scheduling functions; track WTUs and maintain appropriate teaching loads; reconcile FAD reports and independent study course enrollments; monitor enrollments and initiate changes; schedule facilities for classes, and other departments and groups; coordinate and prepare catalog/curriculum revisions; assist faculty with providing permission numbers; assist in process of Implementing experimental and variable topic courses. Coordinate and assist in preparation of annual and re-accreditation reports.
Coordinate with department head the development and communication of agenda for various events (weekly program meetings, advisory council meetings, quarterly/annual presentations to students and/or parents, department retreats); attend meetings and prepare summary notes/minutes for distribution.
Coordinate and plan department meetings, projects, and large scale special events as needed, including Summer Orientation Advising & Resources program, Rho Phi Lambda/RPTA Career Fair, Department Advisory Council meetings, EIM fundraisers, and industry tours.
Serve as controller for EIM fundraisers, including processing sponsorship and donor gift forms for accurate gift credit. Track event registration, assist fundraiser committee in processing and with compliance of university contract and advancement procedures. Process all required forms.
Coordinate with dean’s office on college special events including but not limited to Fall Conference, Fall Preview, Open House, Graduation, department post-commencement ceremony, and Week of Welcome.
Gather materials to respond to inquiries; receive donations of equipment, supplies, services and funds; obtain back-up information; complete process and follow up; and maintain records of donations. Ensure paperwork to College Advancement team is submitted in a timely manner and all deadlines are met. Coordinate communications with alumni and industry partners, including tracking contributions and processing donor thank you letters. Monitor and comply with university requirements for advancement and fundraising activities.
Coordinate production of department newsletter – weekly or annual or bi-annual. Provide and edit content, prepare layout using desktop publishing software and use hard copy and/or web-based resources for distribution. Collaborate and support EIM social media marketing, website marketing, including generating, soliciting, and developing department news, events, and activities of students, faculty, and alumni.