Type of Appointment: Full Time, Probationary

Job Classification: Administrative Analyst/Specialist Exempt II

Anticipated Hiring Range: Up to $5,537 per month

Work Hours: Monday - Friday 9:00 am to 6:00 pm


THE DEPARTMENT:

The California State University (CSU) Agricultural Research Institute (ARI) is a comprehensive applied agricultural and environmental research program joining the CSU's four colleges of agriculture and two CSU colleges of natural resources with the state's agriculture and natural resource industries and allied business communities. The ARI supports and directs applied research that aids in the development and evaluation of new and promising technologies that have the potential for improving food safety, environmental stewardship, economic performance, and long-term sustainability of California's agriculture industry. ARI projects and programs augment, enhance, and extend the basic research conducted by the nation's land grant universities. Under general oversight from the CSU Chancellor and the leadership and direction of the CSU ARI Board of Governors, the ARI Executive Director (Director) is responsible for the performance, coordination and accountability of the ARI program

DUTIES AND RESPONSIBILITIES:

• Under the oversight of the Executive Director, develop program information via newsletters, web-based materials, social media, and other media to communicate achievements that are designed to raise awareness of the ARI with stakeholders that include industry, academia and the public.
• Help develop and coordinate external support for print and/or web-based outreach materials to various stakeholders and other communication as needed on behalf of the ARI Director.
• Establish and maintain contact information for relevant media outlets, and to serve as a liaison with media to facilitate media coverage, answers queries, set up interviews, and pitch story ideas.
• Serve as liaison to Chancellor's Office of Communication to develop outreach materials. Serve as liaison to lnfoReady to develop strategy and content for all lnfoReady online application and project management platforms.
• Provide oversight and support to activities and personnel associated with all extramural grants and contracts that are administered through the CSU ARI office.
• Assist and advise the ARI Executive Director on resource allocation by researching, analyzing, projecting, monitoring, and reconciling the ARI administration and project sub grant accounting and financial reporting on behalf of the Director.
• Provide counsel and analysis regarding financial data and other related information.
• Ensure smooth financial document flow to and from university departments including: review and approve documents, facilitate the processing of expenditures, post to subsidiary accounts and reconcile accounts for resolution of discrepancies and errors; ensure proper coding and batching; generate, verify and distribute monthly reports that track State, Foundation, and Master grants and other accounts in a timely manner; monitor account and project balances and make necessary adjusting entries; reconcile and close out assigned project and administrative budgets at fiscal year-end and/or project completion; modify subsidiary accounts as required in response to budget revisions and extensions; monitor and ensure timely posting of expenditures; analyze, interpret and communicate related policies and procedures to assure adherence.
• Assist and analyze quantitative and qualitative performance indicators of the ARI program and assist with the preparation of annual reports, strategic plans and analysis of the ARI program and its impact on advancing research in the CSU, California agriculture and related agricultural industries.
• Review, interpret and communicate the ARI Strategic Plan.
• Review and update the ARI, Request for Proposals, Policies and Procedures manual.
• Provide guidance, training and technical assistance to faculty researchers, ARI Campus Coordinators and others involved in ARI matters.
• Serve as the property control designee.
• Assist with annual assessment data collection and analyses; assist with the preparation of Annual Reports, Governing Board and Logistic Group meeting packets.
• Attend ARI Governing Board and Logistics Group meetings and transcribe recorded minutes.
• Maintain confidentiality with respect to personnel, financial and grant-related information.
• Coordinate personnel matters including recruitments and maintenance of confidential files.
• Serve as the ARI Central administration point of contact to the Chancellor's Office, CSU President's offices of member and associate member ARI campuses, offices of Research and Sponsored Programs, Grants and Contracts staff in Foundations and Auxiliaries, and faculty.
• Serve as a resource to the Executive Director, ARI Governing Board members, Chancellor's office personnel, USDA National Program Leaders, Dean's Council members, Logistics Group members, ARI member campus staff, agriculture and commodity board members, Fiscal Services, Budget and Analytic Services staff, and the general public.
• Provide oversight for the day-to-day operations of the ARI Central administration by planning the academic year workflow and process calendar.
• Initiate, coordinate, and evaluate the annual systemwide proposal review process.
• Serve as liaison with lnfoReady Online Project Management (OPM) System for proposal submission, routing and review. Serve as the point of contact for all OPM matters. Contact Pl's and reviewers to expedite the proposal to completion.
• Train Member and Associate points of contact personnel to use lnfoReady or other OPM systems; train student assistants as needed.
• Assist with Executive Director's travel logistics, including claim processing. Manage Executive Director's calendar
• Coordinate all logistics of the annual ARI Principal Investigator meeting including online event registration, working with venue on catering, research presentations, preparing meeting handouts.

QUALIFICATIONS:

• 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.
• Four (4) years of related experience
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

PREFERRED QUALIFICATIONS:

• Previous experience in support roles within the CSU system.
• Previous experience in developing communication and marketing materials.
• Previous grant administration experience.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
• Experience with research administrative support.
• Comprehensive and detailed knowledge of University and CSU infrastructure, policies and procedures.
• Experience and/or education in agriculture or science-based field.
• Experience with Microsoft Office Suite and PeopleSoft
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems; Ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Ability to analyze operational and procedural problems to develop, recommend and evaluate proposed solutions; Ability to work independently and take initiative. Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships.
• Ability to communicate effectively, information in a clear and understandable manner, both verbally and in writing. Thorough mastery of American English grammar, spelling, punctuation and proofreading skills.
• Ability to interpret, analyze and assess policies and procedures independently, and use judgment and discretion to act when precedents do not exist; Ability to adapt to changing policies and technology.
• Demonstrated ability to maintain a high degree of confidentiality, using tact, discretion, and good judgment. Working knowledge of budget policies and procedures including the ability to monitor and track department budget and make projections; Ability to independently analyze data from large budgets and make accurate projections using standard business math, requiring some inference. Skill in collection and evaluation of data to develop valid conclusions and recommendations; Ability to compile information in concise manner for meetings and reports.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines. Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Demonstrated ability to lead and train others. Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions; Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; Ability to use negotiation and persuasion skills to achieve results and expedite projects
• Prefer incumbent who has a valid California driver's license/insurance and the ability to meet Risk Management's driving requirements, in order to drive to conferences/meetings as needed

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,537 and maximum $10,014 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.