Administrative Support Coordinator II

Cal Poly Pomona•Pomona, CA

8d•Onsite

About The Position

The mission of the College of Engineering is to produce well-qualified engineering graduates who are ready for immediate and productive entry into the workforce or for graduate studies. The college provides practice-oriented education based on sound engineering principles and applications, while emphasizing collaboration, communication, and creative skills needed to be leaders in a global society. The College of Engineering is a recognized leader in undergraduate engineering education and is the largest college on the Cal Poly Pomona campus. There are seven academic programs, the Departments of Aerospace, Chemical & Materials Science, Civil, Electrical & Computer, Electromechanical Engineering Technology, Industrial & Manufacturing, and Mechanical Engineering, the MEP-WiSE program, and the Advising Center. At present, the College of Engineering has approximately 6,000 undergraduate and graduate students, over 170 temporary faculty, approximately 100 tenure-line faculty, and 37 staff members. The college practices a learn-by-doing education philosophy and links theory to practice. Students participate in real-world engineering problem-solving through internships, senior class projects, and senior capstone design experiences. We graduate day-one professionals who are highly sought after by industry. Teaching, student learning, and student success are our major priorities, and active research and scholarly activities are expected of faculty. To support these priorities, 62% of our instructional spaces are devoted to laboratories.

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

Previous experience in an educational setting.
Demonstrated ability to communicate effectively and provide responsive service to individuals from varied academic, cultural, and linguistic backgrounds.
Positive disposition, high energy, creativity and ability to work as a team member.

Responsibilities

Coordinate the daily operations of the Chemical and Materials Engineering (CME) department.
First point of contact for students, faculty, staff, and visitors to the department. Independently respond to in-person, email, and telephone inquiries.
Coordinate multiple calendars and schedules
Advise department chair on improvements to operational functions to achieve department goals.
Serve as liaison to campus administrators, faculty, and staff on issues related to CME department.
Coordinate activities with various organizations, departments, and offices on campus.
Input the CME course schedule into the online system and make changes when necessary.
Ensure that the scheduling module is follow ed. Initiate and process documentation for lecture hires and new faculty
Initiate and process department requisitions and faculty and student reimbursements . Coordinate student assistant hiring Uob postings, hiring process, etc.)
Enter absence management for faculty and student assistants
Receive and distribute department paychecks as needed
Coordinate and support department functions and events (i.e., Annual Alumni and Student Awards banquets, Distinguished Lectures, Project Symposium, Summer Orientation, Engineering Preview Day, and Industry Action Council).
Collaborate with facilities for scheduling after hours and weekend classes.
Contact for facilities and IT for the department.
Create and implement guidelines and procedures to meet changing department needs.
Assist students with course and class schedule support
Direct students to correct information, i.e., Registrar's office, Advising, etc
Correspond with students concerning under-enrolled courses and incorrect enrollment
Generate and distribute permission numbers
Provide information to students regarding procedures for undergraduate and graduate degree programs.
Administer pre-req waiver forms
Supervise student make-up tests if faculty are not available and when needed
Provide administrative support across larger departments based on operational needs, in particular for the Civil Engineering department. Assist with scheduling, enrollment processes, and permission numbers.
Post and maintain accurate information on registration, advising, events, and petitions.
Support advising coordination, petition tracking, and student record management.
Respond to student registration issues, provide guidance on university systems, and direct students to appropriate resources.
Assist with orientation sessions and the Senior Design Project process.
Collaborate with the department chair and faculty on the class schedules
Schedule and coordinate department meetings, create agenda with the department chair, take meeting notes, and follow-up on action items. Monitor enrollment in all courses to meet requirements
Assist faculty with travel and reimbursement procedures
Post faculty positions on recruitment sites
Collect all lecturer application packets and schedule interviews
Collect assigned time forms from faculty
Check student transcripts for project class eligibility
Download PERC lists and assist faculty with making sure students are enrolled correctly.