Emergency Hire - Administrative Support Coordinator II - Experience Industry Management

Cal Poly•San Luis, CA

21h•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. This includes providing the department head with suggestions regarding faculty scheduling, events, calendaring, complex purchase requisitions, and paperwork requests. The role also involves providing lead direction with administrative and procedural help to office student assistants, regularly setting priorities and managing multiple work priorities. The coordinator ensures appropriate daily office coverage and coordinates work schedules as needed to cover department events. They interpret and communicate administrative and academic regulations, policies, and procedures to students, parents, and prospective students. The position involves projecting, monitoring, advising, and reconciling budgets for state-side, University Campus Programs, and Cal Poly Partners. Responsibilities include tracking spending of professional development dollars and student hours, tracking funds expenditures, research history, and providing summary information and recommendations. Reports are provided to the department head as needed. The role manages all state and corporation accounts, ensuring timely invoicing, billing, reconciliations, and maintenance. Supply requests and purchase requisitions/orders for the department, individual faculty grants, and the Experience Innovation Lab are handled. 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 is provided for department faculty and student travel, including travel claims and reimbursements. Coordination of student assistant and ISA/tutor employment opportunities at the department level, including advertising for these opportunities, is required. Personnel transactions are initiated, and necessary employment forms are completed. Payroll problems are investigated and resolved, timesheets are collected and reviewed, and absence management and master payroll are reconciled and reviewed. In coordination with the Assistant Director of Personnel, staff and faculty personnel transactions are processed, and employment forms are completed for both state-side and Cal Poly Partners’ hires. Recruitments for staff and faculty positions are coordinated, including the part-time lecturer pool, Full-Time Lecturers, and tenure-line faculty. Assistance is provided in the preparation of position descriptions, job announcements, appropriate forms, interviews, and travel for candidates. Collaboration with the Assistant Director of Personnel, Academic Personnel, Human Resources, Payroll, Cal Poly Partners, and others is necessary to complete requirements for employees and volunteers. The position serves as the department property coordinator, including faculty workstation records, and maintains office equipment. Department supplies are ordered, inventory is managed, and the supply room is maintained. Facilities repair and maintenance, keys, and security alarms are coordinated. A wide range of University and college personnel policies and procedures are reviewed, interpreted, and applied, ensuring all guidelines are followed and faculty files are provided correctly and on-time. Class scheduling functions are coordinated with the department head and faculty, including tracking WTUs and maintaining appropriate teaching loads; reconciling FAD reports and independent study course enrollments; monitoring enrollments and initiating changes; scheduling facilities for classes and other departments/groups; coordinating and preparing catalog/curriculum revisions; assisting faculty with permission numbers; and assisting in the process of implementing experimental and variable topic courses. Assistance is provided in the preparation of annual and re-accreditation reports. The development and communication of agendas for various events are coordinated with the department head, including weekly program meetings, advisory council meetings, quarterly/annual presentations, and department retreats. Meetings are attended, and summary notes/minutes are prepared for distribution. Department meetings, projects, and large-scale special events are coordinated and planned, including the Summer Orientation Advising & Resources program, Rho Phi Lambda/RPTA Career Fair, Department Advisory Council meetings, EIM fundraisers, and industry tours. The role serves as controller for EIM fundraisers, including processing sponsorship and donor gift forms for accurate gift credit. Event registration is tracked, and the fundraiser committee is assisted with processing and compliance of university contract and advancement procedures. All required forms are processed. Coordination with the dean’s office occurs for college special events, including Fall Conference, Fall Preview, Open House, Graduation, department post-commencement ceremony, and Week of Welcome. Materials are gathered to respond to inquiries; donations of equipment, supplies, services, and funds are received; back-up information is obtained; processes are completed and followed up; and records of donations are maintained. Paperwork to the College Advancement team is ensured to be submitted in a timely manner, and all deadlines are met. Communications with alumni and industry partners are coordinated, including tracking contributions and processing donor thank you letters. University requirements for advancement and fundraising activities are monitored and complied with. The production of the department newsletter is coordinated, which may be weekly, annual, or bi-annual. Content is provided and edited, layout is prepared using desktop publishing software, and hard copy and/or web-based resources are used for distribution. Collaboration and support are provided for EIM social media marketing and 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.

Nice To Haves

Experience with desktop publishing software for newsletter production.

Responsibilities

Provide a full range of support to the department head, faculty, staff, and students of the EIM department.
Provide suggestions regarding faculty scheduling, events, calendaring, complex purchase requisitions, and paperwork requests.
Provide lead direction and administrative/procedural help to office student assistants.
Set priorities and manage multiple work priorities.
Ensure appropriate daily office coverage and coordinate work schedules for department events.
Interpret and communicate administrative and academic regulations, policies, and procedures to students, parents, and prospective students.
Project, monitor, advise, and reconcile budgets for 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.
Manage state and corporation accounts, ensuring timely invoicing, billing, reconciliations, and maintenance.
Handle supply requests and purchase requisitions/orders for the department, faculty grants, and the Experience Innovation Lab.
Process financial paperwork and reports for large department events.
Support department faculty and student travel, travel claims, and reimbursements.
Coordinate student assistant and ISA/tutor employment opportunities and advertising.
Initiate personnel transactions and complete employment forms.
Investigate and resolve payroll problems, collect and review timesheets, and reconcile absence management and master payroll.
Process staff and faculty personnel transactions and employment forms for state-side and Cal Poly Partners’ hires.
Coordinate recruitments for staff and faculty positions.
Assist in preparation of position descriptions, job announcements, forms, interviews, and travel for candidates.
Work with various departments to complete requirements for employees and volunteers.
Serve as department property coordinator and maintain office equipment.
Order department supplies and inventory, and maintain the supply room.
Coordinate facilities repair and maintenance, keys, and security alarms.
Review, interpret, and apply University and college personnel policies and procedures.
Coordinate with department head and faculty on class scheduling, tracking WTUs, maintaining teaching loads, reconciling FAD reports, monitoring enrollments, and scheduling facilities.
Coordinate and prepare catalog/curriculum revisions.
Assist faculty with providing permission numbers and implementing experimental/variable topic courses.
Assist in preparation of annual and re-accreditation reports.
Coordinate development and communication of agendas for various events.
Attend meetings and prepare summary notes/minutes.
Coordinate and plan department meetings, projects, and large-scale special events.
Serve as controller for EIM fundraisers, processing sponsorship and donor gift forms.
Track event registration and assist fundraiser committee with compliance.
Process all required forms for events and fundraising.
Coordinate with the dean’s office on college special events.
Gather materials to respond to inquiries and receive donations.
Ensure paperwork to the College Advancement team is submitted in a timely manner.
Coordinate communications with alumni and industry partners.
Monitor and comply with university requirements for advancement and fundraising activities.
Coordinate production of the department newsletter.
Collaborate and support EIM social media marketing and website marketing.
Generate, solicit, and develop department news, events, and activities for marketing.