Administrative Support Coordinator II - College of Agriculture

California State University•Pomona, CA

8d•$4,367 - $4,634•Onsite

About The Position

The Department of Animal & Veterinary Sciences is an academic department within the College of Agriculture. The function of the department is to educate students in a timely manner with specific knowledge and skills. The department offers two Bachelor of Science degrees; one in Animal Science, which has two options (Pre-vet, and Animal Industry). The Other Major is Animal Health Sciences with a Veterinary Technician track. The department also supports a graduate program in Animal Science.

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

Experience in an academic environment
Ability to work independently
Knowledge of office procedures

Responsibilities

Coordinates all aspects related to the typing of reports, syllabi, tests, correspondence, creating databases and spreadsheets with technical data for analysis of faculty Weighted Teaching Units and Faculty Teaching Equivalents.
Preparation of all payment requests, reimbursements, travel claims and scholarships for both State and Foundation accounts.
Coordination of office space, working phone extensions, email, Bronco Direct access and keys for new hires.
Deciphering of student academic problems for a culturally diverse student body and keeping students and faculty informed of curriculum changes with current compliances to departmental, college, and university policy and procedure.
Referral of appropriate paperwork (e-forms) needed for the desired outcome, e.g., Change of Major, Declaring Minor, Change of Option, Leave of Absence, Grade Changes, General Academic Petition, etc.
Clarification of Programs to the interested public, including information on registration deadlines, admission application requirements, transfer of community college credits, course equivalents, complexity and duration of programs and comparison of programs to other universities.
Use of Peoplesoft/ Bronco Direct for building the quarterly class schedule, making changes to the schedule, printing of class rosters and faculty schedules, creating course permission numbers and trouble-shooting student registration problems.
Updating communication networks (Canvas and website).
Assuring new hires (staff and faculty) have appropriate paperwork to initiate access to the system.
Educating faculty to the changing manipulation techniques required to successfully use the software system.
Research data files to obtain departmental student information pertinent to the departmental programs and reports.
The maintenance of all personnel files (Faculty, Lecturers, Staff and Student Assistants), student advising records. Maintaining/ monitoring Foundation, State and grant accounts (Instructional and Farm; Livestock operations, Discretionary, Scholarships).
Administers scholarships, reconciles statements and researches discrepancies.
Provides account analysis for the department chair and grant accounts for principal investigators.
Researches previous year's departmental budget plans and recommends spending limits.
Responsible for inventory and ordering of specialized supplies for office, laboratories and the farm units and equipment for the department.
Organizes new faculty candidate campus visits, accommodations and reimbursements.
Compiles, retrieves and stores data for faculty and student evaluations, and academic program and accreditation reviews.