CENG Dean’s Office Coordinator – Front Office & Associate Dean Support

Cal Poly • San Luis, CA

12d

About The Position

Under general supervision of the Assistant Director of Personnel, and with lead work direction provided by the Executive Assistant to the Dean, this position provides administrative support for the College of Engineering (CENG) Dean’s Office. The primary purpose of this position is to provide administrative support to three Associate Deans and Dean’s Office staff, working independently on assigned projects. The incumbent provides high-level customer service within the Dean’s Office to assist donors, visitors, students, and faculty and act as the primary receptionist. The incumbent works closely with all college staff to schedule and coordinate meetings and events. The incumbent plays an essential role in Dean’s Office operational support which includes travel coordination, scheduling, special projects, and event support for the Associate Deans as well as providing administrative support for Instructional Related Activities (IRAs) and Engineers Without Borders (EWB). Additionally, this position has primary responsibility for maintaining office and event supplies, procurement, and oversight of the dean’s office mail/copy room. Administrative support staff within the College of Engineering primarily support their individual home departments, while working as part of a broader team of administrative staff and in collaboration with their peers in other departments and the Dean’s Office. The administrative team shares ideas and innovations with respect to administrative functions, coordinates and implements uniform processes and procedures, and supports each other to ensure the success of the college. As a member of the dean’s office this position provides leadership and guidance regarding collegewide practices and procedures within their scope of responsibility.

Requirements

• Ability to present a professional and pleasant demeanor on a consistent basis, and to provide excellent customer service, while interacting in person and by telephone, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
• Ability to interpret, communicate and apply policies and procedures.
• Demonstrated ability to maintain a high degree of confidentiality.
• Ability to successfully assign tasks, provide work direction, training, and guidance to student office assistants.
• Working knowledge of or ability to quickly learn University infrastructure, policies, and procedures.
• Proficiency in identifying, outlining, initiating, and coordinating multiple activities simultaneously in a rapidly changing environment to accomplish- large scale, complex projects· with a broad visible impact; setting deadlines with ability to reschedule and distribute work assignments based on shifting priorities.
• Ability to make decisions on day-to-day operations of the program, with a particular emphasis on interpreting and applying specialized policies and procedures using judgment and discretion to act when precedents do not exist.
• Ability to effectively evaluate projects to analyze operational and procedural problems from a broader perspective and develop, recommend, and evaluate proposed solutions.
• Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, query tools, databases, on-line systems, internet as well as online calendaring and email.
• High school diploma or its equivalent.
• Type 45 wpm.
• Five years of general office support or technical experience. (Training at a vocational school or full-time college education may be substituted for the years of the required experience on the basis of one year of college education for 6 months of experience.)

Responsibilities

• Provide administrative support to three Associate Deans and Dean’s Office staff, working independently on assigned projects.
• Provide high-level customer service within the Dean’s Office to assist donors, visitors, students, and faculty and act as the primary receptionist.
• Work closely with all college staff to schedule and coordinate meetings and events.
• Play an essential role in Dean’s Office operational support which includes travel coordination, scheduling, special projects, and event support for the Associate Deans as well as providing administrative support for Instructional Related Activities (IRAs) and Engineers Without Borders (EWB).
• Maintain office and event supplies, procurement, and oversight of the dean’s office mail/copy room.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED