Administrative Support Coordinator II - Communication Studies

Cal Poly•San Luis, CA

2d•Onsite

About The Position

Reporting to the department chair and in close collaboration with the ASC I, the ASC II is responsible for the daily administration of the office, providing full-scope administrative support to the department chair and faculty. The ASC II works in conjunction with the department chair to administer, coordinate, and evaluate department operations and fulfill the administrative responsibilities of the program. This position handles a wide variety of operational tasks, including, but not limited to, budget management, scheduling, enrollment, hiring and personnel, purchasing, equipment management, and travel coordination for faculty and students. The Administrative Support Coordinator II serves as an alternate point of contact in the office for students, faculty, staff, and the general public in the absence or unavailability of the ASC I and ensures the department's adherence to department, college, and university policies for all administrative procedures. Since the department chair serves an elected three-year term, the person in this role, along with the ASC I, provides continuity of operation and practice with respect to the department, college and university policies. Given the multiple roles and responsibilities, it is critical that this individual have the ability to work independently under general supervision to learn department, college, university and CSU politics and procedures. The Communication Studies Department (COMS) is one of the largest academic units in the College of Liberal Arts. The department provides a B.A. degree and a minor in Communication Studies and supports three IRAs: a very active Debate program, which has expanded to include Spanish Language Debate; the Media & Communication Research Initiative, which supports undergraduate travel to present research projects; and Anthem, a poetry slam event. In addition to providing courses for its majors, it is responsible for offering courses to satisfy general education and breadth requirements for all Cal Poly students during the academic year with additional summer offerings in both the regular summer and in Quarter+. The department is comprised of a department chair, an associate chair, eleven tenure-line faculty, and approximately 40 full and part-time lecturers.

Requirements

Excellent organizational and time management skills
Ability to set priorities for self and others
Ability to coordinate multiple assignments with fluctuating and time-sensitive deadlines
Ability to adapt to changing policies, procedures, and technology
Ability to learn, interpret, and apply policies and procedures independently
Ability to use judgment and discretion when precedents do not exist
Ability to analyze operational and procedural problems to develop, recommend, and evaluate solutions
Working knowledge of, or ability to quickly learn, University infrastructure, policies, and procedures, including budget policies and procedures
Ability to analyze resource allocation and project needs as they relate to departmental operations
Ability to perform standard business math, including calculating ratios and percentages, tracking financial data, and making projections requiring some inference
High school diploma or its equivalent
Type 45 wpm
Five years of general office support or technical experience
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Nice To Haves

Training at a vocational school or full-time college education may be substituted for up to three years of the required experience on a year-to-year basis

Responsibilities

Daily administration of the office
Providing full-scope administrative support to the department chair and faculty
Administering, coordinating, and evaluating department operations
Fulfilling the administrative responsibilities of the program
Handling budget management
Handling scheduling
Handling enrollment
Handling hiring and personnel
Handling purchasing
Handling equipment management
Coordinating travel for faculty and students
Serving as an alternate point of contact in the office for students, faculty, staff, and the general public in the absence or unavailability of the ASC I
Ensuring the department's adherence to department, college, and university policies for all administrative procedures
Providing continuity of operation and practice with respect to the department, college and university policies
Learning department, college, university and CSU politics and procedures