Joint Physical Sciences Support

Job Details•Pomona, CA

About The Position

There are two Physical Science departments in the College of Science (a. Chemistry and Biochemistry Department b. Physics and Astronomy Department). The primary focus of these departments is to (1) to provide the highest quality and up to-date instruction in a broad range of topics; (2) to advance physical science knowledge through research and creative scholarly and professional activities; (3) and to serve the university, local, and global communities. The departments serve over 500 undergraduate majors as well as approximately 25 graduate students and includes 34 tenure-track faculty, 41 temporary faculty and up to 6 Teaching Associates. The departments each have an administrative support staff member and eight technical staff members, who in collaboration with the Chairs and faculty, carry out the teaching mission of the departments.

Requirements

High School Diploma/GED Or equivalent
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 m1,1ltiple 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

B.A. or B.S. degree in field related to position
Minimum 4 years of progressively responsible experience in office work, administrative support work, and/or student service.
Ability to work independently and handle multiple work priorities and projects.
Ability to plan, organize and complete complex tasks.
Ability to recognize problems and needs, to be proactive, to receive feedback, and to work collaboratively.
Ability to maintain a cheerful manner, listen attentively, and employ compassion when interacting with faculty, staff, and students.
Ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and sensitive in nature.
Ability to know in detail and follow all University policies and procedures.
Ability to apply a variety of policies and procedures where specific guidelines may not exist.
Strong oral and written communication skills with thorough knowledge of English grammar, punctuation and spelling.
Ability to draft and compose correspondence and standard reports.
Working knowledge of budget policies and procedures.
Ability to perform standard business math, e.g., calculate ratios and percentages, track financial data, and make simple projections.
Thorough knowledge of office systems and ability to use broad range of technologies, systems, and software, e.g., Microsoft Word, Outlook, PowerPoint, and Excel.

Responsibilities

Department Operations: Chemistry and Biochemistry & Physics and Astronomy Reception & Office Support Answer incoming calls and respond to emails.
Greet and assist students, faculty, staff, and others with a professional and welcoming demeanor.
Serve as the primary information resource for university and department policies and procedures.
Resolve problems that arise in assigned areas of responsibility using judgment and discretion.
Communicate issues clearly and proactively to the Chair, ASCII, and Instructional Support Staff.
Support department events and meetings, e.g., assist with room reservations, prepare and post flyers, and procure supplies.
Handle incoming and outgoing mail/parcels for the department.
Maintain organization of faculty mailboxes.
Assist in distributing and maintaining a log of all department paychecks.
Chairs' Assistant Assist in disseminating correspondence to and from the chair.
Receive visitors who have an appointment with the Chair and appropriately screen those who do not.
Assist the chair with scheduling meetings, appointments, and other calendar-related responsibilities.
Help the department chair download and share student evaluations of instructors.
Assist the Chair in the analysis/archival of instructional assessment materials.
Assist with taking minutes at department meetings.
Information Track and post university and department information for registration, events, advising, petition processing, etc., to the department webpage public displays.
Obtain faculty class schedules/office hours, advisor/advisee lists, room schedules, and other documents updated each term and post as appropriate.
Assist the chair in managing the website and refreshing information.
Create lists of faculty advisors and assigned student advisees.
Compile a list of faculty office hours and post faculty schedules outside offices.
Attend appropriate training courses to remain up-to-date with policies, procedures, and software systems at the university.
Course Scheduling Assist Chair/Associate Chair/ASC II with course scheduling each term when needed.
Assist with permission number requests, the PERC process, monitor course enrollments, etc.
Student Support Provide basic information and direct students to appropriate resources (e.g., faculty advisors, College Advising Center, Registrar, etc.)
Direct students to appropriate advising areas.
Track student academic petition processing and provide final decisions to students.
Assist in maintaining records for current majors, inactive majors, and alumni.
Respond to student registration issues in person and electronically to help them enroll for classes (BroncoDirect).
Direct students to pre- and co-requisite requirements and assist students with questions regarding the university catalog, Degree Progress Report, etc.
Assist with orientation sessions for incoming students; compile student lists, prepare documents, answer student questions, and issue permission numbers as appropriate.