Administrative Support Coordinator

Job Details•Pomona, CA

22h•Onsite

About The Position

The College of Letters, Arts, & Social Sciences (CLASS) advances the knowledge and learning of established academic disciplines in the humanities, social sciences, and performing arts within its 12 academic departments (Communication, Economics, Ethnic & Women's Studies, English & Modem Languages, Geography & Anthropology, History, Music, Philosophy, Political Science, Psychology, Sociology, Theatre & New Dance). It provides introductory and advanced courses in over 20 undergraduate, graduate, and certificate programs, as well as providing courses that substantially make up the General Education curriculum required of all students. The Student Success Center is dedicated to the academic and professional success of undergraduates throughout CLASS through holistic academic advising and cross-divisional collaboration. Its staff implement University and College policies and procedures, have a thorough knowledge of major and GE requirements, troubleshoot student questions and concerns, and collaborate between University and Department advisors and staff. The Center provides general academic advising and additional student support programs and opportunities (e.g. new-student orientation, Student Success Ambassadors), and supports the greater campus community with the development and implementation of student success initiatives, retention and graduation initiatives, etc.

Requirements

High School Diploma/GED
Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects.
Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to draft and compose correspondence and standard reports; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

Nice To Haves

A Bachelor's degree, familiarity with the College of Letters, Arts, and Social Sciences, Cal Poly Pomona, the CSU system, and experience in working in higher education (specifically, with students regarding academic advising and advising resources)

Responsibilities

Supports the daily operations of the Student Success Center (the Center) and is the first point of contact for visiting students, faculty, and staff
Schedules student appointments and facilitates the Center's drop-in hours
Maintains contact with College faculty and staff regarding the operations of the Center
Interprets and implements University and College policies and procedures
Accurately answers questions regarding University and College policies and procedures
Creates or determines effective office policy and procedure where there may not be any
Responds professionally to personnel, mail, email, and telephone inquiries; collects, prepares, and distributes physical and digital correspondence
Acts as the college’s paycheck coordinator, collecting paychecks from payroll and distributing them to employees
Facilitates events hosted by the Center; maintains the Center's student-use space and closes classroom doors at the end of every week.
Provides administrative and operational support for various student success services (e.g. outreach, first-year experience, new-student orientation, advising, graduation and retention initiatives)
Prepares and processes materials and maintains a database for these materials (e.g. academic forms, petitions, student data)
Assists with activities of various organizations and offices throughout campus
Provides administrative support for the Associate Dean of Academic Programs and Student Success- maintain the associate dean’s appointment calendar; and schedule meetings and appointments.
Makes travel arrangements, including travel authorizations, transportation, lodging, conference registrations, and travel reimbursement requests.
Provides administrative support to college committees related to Student Success, Curriculum, and Learning, Teaching, and Assessment
Schedules and confirms meeting rooms and accommodations
Independently retrieves and research information necessary to support the agenda for meetings and prepares and arranges meeting materials.
Assists with compiling administrative reports; reviews materials for formatting and clarity; and performs other clerical and administrative duties as assigned by management.
Promotes the digital presence of the Center through the creation of social media content, digital signage; maintains accurate and up-to-date information on the Center’s website
Promotes the physical presence of the Center through the creation of flyers, orientation materials, and resource guides, and maintains the Center's bulletin boards.