Emergency Hire - Administrative Support Coordinator - Communication Studies

Cal Poly • San Luis, CA

9d • $23 - $26

About The Position

Provide administrative, technical, and clerical support to the Department Chair, Associate Chair, ASC II, and faculty, ensuring compliance with university, college, and department policies and procedures. Serve as the primary point of contact for office operations, including front desk support, phone/email inquiries, and student assistance. Coordinate daily office functions, including supplies, mail distribution, recordkeeping, equipment tracking, facilities requests, and general office organization. Serve as department Key Coordinator, overseeing key inventory and processing key requests for new hires and replacements. Assist with faculty office setup and management, including office assignments, phone setup, and maintaining tracking of office spaces, equipment, and related resources. Manage department communications, including student messaging, newsletters, bulletin boards, listservs, website updates, and coordination of student and donor recognition. Manage department email account, including monitoring inquiries, responding as appropriate, and routing messages to relevant contacts. Support academic operations, including generating permission numbers, tracking enrollments, communicating with students regarding course changes, and assisting with class scheduling processes. Attend department meetings and prepare minutes for distribution and archiving. Review Class Climate processes to ensure accuracy of faculty evaluations. Train and provide work direction to student assistants, as needed. Coordinate special events and activities, including room reservations, logistics, and liaison work with campus partners and speakers. Reviewing and managing department websites and canvas page, and coordinate monthly newsletter for the department. Support the transition to the new website for the department, audit existing content in consultation with the department chair.

Requirements

• High school diploma or its equivalent.
• 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 administrative, technical, and clerical support to the Department Chair, Associate Chair, ASC II, and faculty
• Serve as the primary point of contact for office operations, including front desk support, phone/email inquiries, and student assistance.
• Coordinate daily office functions, including supplies, mail distribution, recordkeeping, equipment tracking, facilities requests, and general office organization.
• Serve as department Key Coordinator, overseeing key inventory and processing key requests for new hires and replacements.
• Assist with faculty office setup and management, including office assignments, phone setup, and maintaining tracking of office spaces, equipment, and related resources.
• Manage department communications, including student messaging, newsletters, bulletin boards, listservs, website updates, and coordination of student and donor recognition.
• Manage department email account, including monitoring inquiries, responding as appropriate, and routing messages to relevant contacts.
• Support academic operations, including generating permission numbers, tracking enrollments, communicating with students regarding course changes, and assisting with class scheduling processes.
• Attend department meetings and prepare minutes for distribution and archiving.
• Review Class Climate processes to ensure accuracy of faculty evaluations.
• Train and provide work direction to student assistants, as needed.
• Coordinate special events and activities, including room reservations, logistics, and liaison work with campus partners and speakers.
• Reviewing and managing department websites and canvas page, and coordinate monthly newsletter for the department.
• Support the transition to the new website for the department, audit existing content in consultation with the department chair.
• Provide support for class scheduling activities, including compiling historical course data, entering schedule data in CLSS, tracking Class Scheduling Production deadlines

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees