Administrative Support Coordinator II

Cal Poly Pomona•Pomona, CA

2d•$4,367 - $6,362•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 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 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, tracking absence management requests and ensuring they are entered into CHRS and reviewed.
Coordinate hiring and processing for Temporary Faculty (Lecturers), Teaching Associates (TAs), and Graduate Assistants (GAs), ensuring timely submission of information and necessary documents.
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 (ISAs), and work-study students in the department and review time sheets weekly in CHRS.
Assist Chair and hiring committee during tenure-track faculty recruitment search process.
Order supplies and equipment for the department using campus systems and act as a liaison between vendors and the campus.
Track and reconcile purchases and maintain records of accounts, making recommendations for payments/transfers as necessary.
Monitor account balances using financial reporting systems and prepare monthly reports for departmental planning.
Coordinate and implement departmental course scheduling each term, including schedule development, data entry, room availability, conflict resolution, enrollment monitoring, and section adjustments.
Answer incoming calls, respond to emails, and serve as the front-office face of the department, handling mail/parcels and providing direction and training to office student assistants.
Support department events and meetings, assisting with room reservations, preparing flyers, and procuring supplies.
Schedule and confirm appointments on the Chair's calendar, receive visitors, and help coordinate staff vacation times and emergency contacts.
Take minutes at department faculty meetings.
Coordinate departmental communications, meetings, events, and public-facing information, including website oversight.
Maintain department safety, training, and/or operations manuals and receive and track request/compliance forms.
Manage facilities-related processes, including space coordination, work orders, keys, instructional space access, and operational logistics.
Ensure timely compliance with textbook submission and archive instructional documentation.
Maintain office equipment, 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.
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.
Provide guidance to students regarding registration, pre- and co-requisite requirements, and appropriate resources.
Respond to student registration issues and help issue student permission numbers as appropriate.
Assist with summer orientation sessions for incoming students.
Provide clerical support for the graduate coordinator as needed.
Assist department committees as necessary.