Emergency Hire - Administrative Support Coordinator, Plant Sciences and Wine and Viticulture

Cal Poly•San Luis Obispo, CA

61d•$23 - $34

About The Position

Provide support to the department head, staff, faculty, and students. Monitor and maintain purchasing and ordering of department instructional, lab, and office spaces, and equipment for both state and Cal Poly Corporation. Make purchases for departmental commercial accounts and state-funded research accounts. Track, reconcile, and report on project instructional operating expenditures. Ensure various purchase orders and requisitions are entered, completed, and invoiced properly and timely. Act as the point of contact for department travel and Concur. Assist, review, and reconcile travel claims, and assist with travel and Concur requests for department head, faculty, staff and students. Act as the point of contact for department facilities and IT needs. Assist department faculty and staff with facilities support and IT support requests. Track and file lab and vehicle safety requirements for departments. In coordination with administrative support coordinator, hire, recruit, and train office student assistants. Directly supervise office student assistants by assigning work, review completed work, and discuss goals and expectations. Monitor and coordinate calendar for Arboretum and lab spaces. Ensure space is available, notify any affected groups, and place event on calendar. Assist in planning and provide support for department events and student club activities (Vines to Wine, Hort Club, and Phi Alpha Xi, Unified, CA and European Wine Tours, etc.). Monitor department email, distribute physical mail, and assist with department website updates.

Requirements

High school diploma or its equivalent.
Type 45 wpm.
Four 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).

Responsibilities

Provide support to the department head, staff, faculty, and students.
Monitor and maintain purchasing and ordering of department instructional, lab, and office spaces, and equipment for both state and Cal Poly Corporation.
Make purchases for departmental commercial accounts and state-funded research accounts.
Track, reconcile, and report on project instructional operating expenditures.
Ensure various purchase orders and requisitions are entered, completed, and invoiced properly and timely.
Act as the point of contact for department travel and Concur.
Assist, review, and reconcile travel claims, and assist with travel and Concur requests for department head, faculty, staff and students.
Act as the point of contact for department facilities and IT needs.
Assist department faculty and staff with facilities support and IT support requests.
Track and file lab and vehicle safety requirements for departments.
In coordination with administrative support coordinator, hire, recruit, and train office student assistants.
Directly supervise office student assistants by assigning work, review completed work, and discuss goals and expectations.
Monitor and coordinate calendar for Arboretum and lab spaces.
Ensure space is available, notify any affected groups, and place event on calendar.
Assist in planning and provide support for department events and student club activities (Vines to Wine, Hort Club, and Phi Alpha Xi, Unified, CA and European Wine Tours, etc.).
Monitor department email, distribute physical mail, and assist with department website updates.

Benefits

Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees.

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