Civil Engineering Administrative Analyst

Job Details•Pomona, CA

1d•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 the 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 8,000 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 the 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

Bachelor's Degree - AND/OR The equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

Nice To Haves

Previous experience in an educational setting is desirable.
Experience working with young adults from diverse ethnic backgrounds.
Positive disposition, high energy, creativity, and ability to work as a team member.

Responsibilities

Office Administration and Budget Lead responsibility for the daily operations of the Civil Engineering department office and serve as the first point of contact for approximately 1600 students, 25 full time faculty members, and about 50 part-time faculty members.
Respond accurately and efficiently to personal mail, email, and telephone inquiries from media, the public, potential and current students, and concerned parents.
Coordinate multiple Outlook calendars and schedules.
Order supplies, maintain copier and computer office equipment with P-card or purchase orders.
Analyze and compile course offerings to maximize space utilization and enter data into PeopleSoft.
Oversee the department's student graders and assistants.
Track student hours, performance, and costs to the department and college.
Recommend improvements to the department chair concerning operational functions to achieve department goals.
Process, organize, and maintain contact with alumni and industry representatives, assisting connections with student candidates.
Coordinate visits and tours for off-campus guests and host potential donors.
Coordinate Civil Engineering Industry Advisory Board meetings, tours, and lunches.
Compile and track all department financial data and reports for multiple accounts: including grants, campus programs, scholarships, and general funds.
Organize, evaluate, and verify that State and Foundation accounting procedures are followed.
Create, evaluate, and provide current financial reports showing expenditures and forecast spending.
Track financial balances for student club faculty advisors and provided reports for club's funding and expenditures.
Independently process donations via Raisers Edge software: cash, equipment, and gifts in kind (coordinate appropriate documentation of gifts, acknowledgements, donor recognition, placement, and acquisition planning).
Generate and process purchase requisitions for faculty purchases from grants.
Process reimbursement to faculty, staff, and students with direct pay or disbursement vouchers.
Process interdepartmental transactions (IDT) and Inter-Company Transactions (ICT)
Reconcile state and foundation P-card transactions for the department and department chair and assist faculty with reconciliation process.
Hire student assistants and track and approve hours via Kronos.
Delegate for the department chair to review and upload faculty travel documentation in Concur.
Instruct undergraduate and graduate students concerning various administrative functions and help them become familiar with and work through campus policies and procedures.
Place and remove advising holds, oversee the processing of petitions and other documentation.
Interact and mentor students to resolve problems and serve as a primary resource for information.
Expediate the processing of graduate student applications and current graduate students' petitions.
Refer students to the appropriate advisor, as necessary.
Serve as a resource for student clubs and professional societies to develop their events and activities.
Process student travel documentation and reimbursements, input all documentation to dean's office shared file.
Assist competition teams with their events and activities.
Process financial documentation for student clubs and teams including disbursement vouchers and purchase requisitions.
Create spreadsheets to analyze, track, and report account balances for clubs and teams and ensure all campus policies and procedures are followed.
Analyze and process Student Scholarship Awards and forms.
Independently create spreadsheets and provide the chair with student and faculty statistical data such as FTEs, WTUs, number of students in programs, remedial courses, graduates, honor students, GWTs.
Research and prepare reports on student class performance.
Provide information and support for the national engineering ABET accreditation .
Coordinate ABET activities, assist with pre-visitation preparations and on-stie visitations.
Lead responsibility to gather, analyze, and present reports for space availability and utilization.
Independently create procedures for audits and training.
Provide the department chair with information for hiring new faculty, tenure-track faculty searches, and staff.
Provide information to faculty concerning campus and departmental procedures and policies.
Process travel reimbursements for department chair and faculty.
Coordinate department activities with the College of Engineering 's events and programs.
Organize the faculty, staff, and students to lead workshops, host laboratories, greet and provide registration services to prospective students and families.
Prepare facilities, equipment, materials, and hospitality for each department event.
Assist in preparation and distribution of curriculum sheets and flow charts.
Maintain relations with the department's Industry Advisory Council.
Develop and maintain databases, arrange meetings (refreshments, parking), follow-up on concerns and provide responses as needed.
Prepare and coordinate confidential surveys via Qualtrics for faculty committee voting.
Attends and participates in the department meetings and records meeting minutes, and independently follows-up on action items.