Administrative Support Coordinator II

CSU Careers•Pomona, CA

8h•Onsite

About The Position

The Department of Chemistry, located within the College of Science, is responsible for providing high quality lecture and laboratory instruction in chemistry for its majors, as well as in support of all other campus programs requiring chemistry courses. The Department also advances chemical knowledge through research and creative professional activities, which actively engages students. The Department serves over 200 undergraduate majors in four options, and 25 Master's students. The Department currently employs 25 tenured and tenure-track faculty, six full-time lectures, and six administrative and technical support staff. The Department office maintains records on students and employees; processes paperwork for employment, curricula and required department business; develops and maintains the course schedules; maintains the department budget of $2.2M.yr; assists students, faculty and staff with inquiries and completing department/college business tasks.

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

Verbal and written communication skills
Attention to detail
Maintain confidentiality
Planning and organizing
Time management
Interpersonal skills
Customer-service orientation
Initiative
Reliability
Stress tolerance

Responsibilities

Serve as department Timekeeper for faculty, staff, and student employees.
Track absence management requests (e.g., vacation, personal day) and reports (e.g., sick, bereavement) and ensure they are entered into CHRS and reviewed.
Coordinate hiring and processing for Temporary Faculty (Lecturers), Teaching Associates (TAs), and Graduate Assistants (GAs).
Ensure information is submitted to the Dean’s Office and necessary documents are uploaded (CHRS, PageUp) in a timely manner and address corrections as required.
Serve as point person for faculty, TAs/GAs, and SAs/ISAs for issues with CHRS, payment, and other HR and payroll-related matters.
Coordinate and process substitute instructor forms for missed classes.
Submit hire forms for student assistants (SA's), instructional student assistants (ISA's), and work-study students in the department.
Review time sheets weekly in CHRS.
Assist Chair and hiring committee during tenure-track faculty search process, e.g., track candidate documents (OnBase), help schedule and support interviews, process necessary reimbursements.
Order (or assist with ordering) supplies and equipment for the department using campus systems (e.g., P2P, Concur, OneSolution/FDN P-Card).
Act as a liaison between vendors and the campus to ensure timely delivery and payment.
Track and reconcile purchases (P2P, Concur, FDN P-card, etc.).
Maintain records of accounts and make recommendations for payments/transfers as necessary (e.g., direct pay, IDT/ICT).
Monitor account balances using financial reporting systems (e.g., Tableau, OneSolution) and prepare monthly reports for departmental planning.
Assist chair with oversight of department budget and spending (State/Foundation).
Serve as liaison between department, vendors, Accounts Payable, Procurement, and Foundation offices to resolve financial issues.
Coordinate and implement departmental course scheduling each term, including schedule development, data entry, room availability, conflict resolution, enrollment monitoring, section adjustments, and supervisory course setup.
Create permission numbers, assist with PERC process, monitor course enrollments, etc.
Maintain lists of lecturers and TAs available to teach.
Answer incoming calls, respond to emails, and serve as the front-office face of the department.
Handle mail/parcels for the department.
Provide direction and training to office student assistants.
Serve as the primary information resource for university and department policies and procedures.
Support department events and meetings, e.g., assist with room reservations, prepare and post flyers, and procure supplies.
Schedule and confirm appointments on the Chair's calendar.
Receive visitors with appointments with the Chair and appropriately screen those without appointments.
Help coordinate staff vacation times and emergency contacts during holidays.
Take minutes at department faculty meetings.
Coordinate departmental communications, meetings, events, and public-facing information, including website oversight.
Obtain and post faculty class schedules/office hours, room schedules, etc., each term, and post as appropriate.
Coordinate with IT/Webmaster to ensure the accuracy of email lists, faculty rosters, etc.
Serve as Cascade liaison for the department.
Maintain department safety, training, and/or operations manuals.
Receive and track request/compliance forms from students, faculty, and staff. (e.g., student injury report, volunteer form).
Assist with documents for faculty peer observations, lecturer periodic evaluation process, etc.
Manage facilities-related processes, including space coordination, work orders, keys, instructional space access, and operational logistics.
Help manage space relocation and renovation projects, serving as liaison with facilities management and vendors.
Ensure timely compliance with textbook submission.
Ensure instructional documentation is archived, e.g., class syllabi, final exams, and grade rosters.
Maintain office equipment (e.g., copiers, printers).
Track computer inventory and communicate with IT regarding computer updates/repairs.
Maintain a calendar of vehicle availability, a roster of authorized drivers, and up-to-date driver records for all department vehicles.
Provide access to vehicle keys/credit card to authorized users and communicate with Risk Management when necessary.
Attend appropriate training courses to remain up-to-date with policies, procedures, and software systems at the university.
Assist with submission of travel requests and expense reports for students and faculty (state and foundation).
Review student Release of Liability forms for travel requests (ServiceNow) or class field trips (upload to OneDrive).
Review Concur submissions for state employees (faculty & staff) prior to chair approval.
Provide guidance to students regarding registration, pre- and co-requisite requirements, and appropriate resources, e.g., College Advising Center, Admissions, Registrar, etc.)
Respond to student registration issues and help issue student permission numbers as appropriate.
Assist with summer orientation sessions for incoming students by compiling student lists, preparing documents, hiring/coordinating student assistants for sessions, etc.
Provide clerical support for the graduate coordinator as needed.
Assist department committees (e.g., assessment, curriculum, scholarship) as necessary.

Benefits

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers.
Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future.
As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.
The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California.
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).
The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.
In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended.
Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
This position is part of the CSUEU bargaining unit 7.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy.
Driving records are monitored and evaluated by the Risk Management Department.
This position is a “designated position” in the California State University’s Conflict of Interest Code.
The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing.
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
We provide reasonable accommodations to applicants and employees with disabilities.
Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at [email protected].
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin.
Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities.
Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy.
We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.