Dean's Office Support

Cal Poly Humboldt University•Humboldt, SK

1d•$4,047 - $5,896•Onsite

About The Position

This position focuses on general office support, coordination, and administrative support work within the Dean's Office at Cal Poly Humboldt's College of Professional Studies. The administrative work is typically operational or procedural in nature, relating to the program, office, or projects. Cal Poly Humboldt is a comprehensive university with rigorous science and liberal arts programs, designated a polytechnic in 2022, providing hands-on, impactful educational opportunities. The university serves over 6,000 students across 61 majors, 13 graduate programs, and 4 credential programs, emphasizing equity and sustainability.

Requirements

Fully functional knowledge of and skill in standard office procedures and practices.
Ability to understand and operate in a variety of organizational structures.
Thorough knowledge of English grammar, spelling, and punctuation.
Ability to clearly communicate orally and in writing.
Knowledge of business mathematics beyond basic arithmetic.
Ability to use and quickly learn new office support technology systems and software packages.
High school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Experience to be fully functional in all technical aspects of work assignments.
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 a broader range of technology, systems, and packages.
Ability to independently handle multiple work unit priorities and projects.
Ability to apply independently a wide 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.
Applicable university infrastructure, policies, and procedures.
University budget policies and procedures.
Strong interpersonal skills for relating to students, program faculty and staff, and community partners.
Excellent written and oral communication skills, particularly with email and other electronic communication standards.
Self-motivated, detail oriented, and reliable.
Good telephone skills.
Independently handle multiple work unit priorities and projects.
Apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Exercise appropriate judgment, discretion, and initiative in performing complex policies and procedures.
Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Prepare accurate data and draft and compose correspondence and standard reports.
Effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Work under supervision and take direction for projects.
Establish and maintain cooperative working relationships with fellow employees and other campus staff, faculty and students from diverse backgrounds.
Use and quickly learn new office support technology systems and software packages.
Identify and solve standard problems and refer more complex problems to appropriate staff.
Respond to routine inquiries and explain standard policies and procedures to others.
Initiate, coordinate and implement multiple projects, determine relative importance of each, set respective deadlines, adjust priorities to changing needs in the office and complete projects accordingly.
Work in a team and in close quarters with other staff and remain professional when interacting with the public.
Working in a multi-tasking position for a large department office, where there are interactions from walk-in traffic, telephones, printers, and email while performing detailed work and communication with faculty, students, staff, and the general public throughout the day.

Nice To Haves

None.

Responsibilities

Oversees general administrative and clerical support of the Dean's office, implementing and ensuring front office coverage protocol is followed.
Oversees office organization and inventory, ensuring necessary office equipment is maintained and operational, and trains and assists users.
Maintains college office files to meet all reporting requirements in accordance with university file maintenance and disposal policies.
Serves as college representative at Info Exchange Meetings, participating in discussions and reporting back to College leadership and support staff regarding pertinent information on policy or procedural changes.
Assists in coordination and support of college staff, Student Advisory Council, Advisory Board, and other college-wide meetings.
Serves as Key Advisor for the Dean’s Office, submitting and reviewing key requests, key modifications, and work orders, implementing key control measures to secure facilities, and serving as primary contact for notifications regarding facilities, Telecommunications & Network Services, and campus access.
Coordinates facility maintenance and repairs, submitting work requests as needed.
Maintains College social media presence using a variety of platforms as the technology changes by sharing information on college events, initiatives, and achievements.
Performs other office support duties as needed and assigned to facilitate a supportive and effective administrative office.
Coordinates the Dean and Associate Dean's (AD) calendars including scheduling appointments and arranging meetings with students, staff, faculty, and community partners.
Serves as the College-Wide Absence Management Timekeeper and conducts monthly review of absence reporting in PeopleSoft, preparing entries for Dean approval, and interfaces with Human Resources, Academic Personnel Services and Payroll when necessary to ensure compliance with absence reporting.
Assists Dean, AD, and College Budget Analyst with continuous improvement efforts in the College including re-evaluation of workflow, operational/procedural/safety approaches and makes recommendations for procedural/systems improvement within the College.
Coordinates travel and provides travel support by making official travel arrangements for the Dean, AD, or designees representing the Dean’s Office.
Completes timely reconciliation of the dean’s purchase card and travel card expenses and submits required monthly paperwork.
Supports Council of Chairs meetings by maintaining the meeting calendar, creating agendas and disseminating materials as needed.
Plans and coordinates College events, retreats, and other activities in consultation with appropriate personnel.
Drafts, edits, and facilitates official communication on behalf of the Dean and AD when assigned.
Fills out and submits necessary forms and applications on behalf of the dean.
Provides general information, guidance, support, and problem solving to college-wide faculty and staff.
Maintains college-level drives, calendars, and contacts (Google groups, listservs, emergency contact lists, etc.).
Understands and explains a variety of university, college and department policies, procedures, and practices to students, faculty, and staff.
Coordinates and publicizes College, University and special events and information of interest via bulk email, mail notifications, campus events calendar, CPS calendar, to students, faculty, staff, etc. working with various departments across campus including, but not limited to, Conference & Event Services, Dining Services, Admissions, Alumni Relations, Marketing and Communications, and Distribution Services, as directed.
Ensures the College is following University and CSU established processes, procedures, policy regulation and safety standards and supports the Dean and AD on implementation as needed.
Processes student documents (e.g., Petition to Raise Unit Cap).
Coordinates with department staff within the College to maintain their capacity to manage updated websites, directories and liaisons with ITS and MarCom as needed and assists in creation and maintenance of landing pages for Place Based Learning Communities, Dean's Office, and other department pages.
Coordinates with department staff and assists with completion of department academic support staff actions in the absence of the support staff, especially during the summer as directed by the Dean and AD.
Coordinates with appropriate personnel college-wide commencement preparations including the student and faculty participants (Mace Bearer, Student and Faculty Marshals), and communicates necessary commencement information to all college faculty and staff. Attends all commencement ceremonies.
Supports annual processing of the CPS Scholars and Student Professional Development awards and other scholarships by working with the relevant departments and staff.
Responsible for budgeting, tracking and reconciling Dean’s office funding sources in consultation with the College Budget Analyst.
Independently oversees and conducts expenditures for office supplies, office equipment maintenance, and other department expenses.
Submits ProCard reconciliation reports based on monthly spending.
Adheres to spending regulation of the various funding sources and complies with all policies, procedures, and deadlines relating to budget, procurement, and accounting.
Coordinates with Dean, College Budget Analyst, and ITS representative to purchase and coordinate delivery of new computers and equipment across the College and tracks and reconciles purchases.