Type of Appointment: Full Time, Probationary

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4,058 - $4,526 per month

Work Schedule: 8:00 AM - 5: 00 PM Monday to Friday


THE DEPARTMENT

The primary function of the Early Childhood Studies Department (ECS) in the College of Education and Integrative Studies (GEIS) is to provide administrative and academic support for faculty in the performance of their teaching and other assigned and related duties. The ECS Department also supports the professional development of its faculty, and for students, provides academic and career counseling. The Department provides information to students, faculty and others about CEIS, ECS and Cal Poly Pomona's policies and procedures. Additionally, the ECS Department supports faculty and students with related projects, orientation, conferences, public speaking events, travel related to the curriculum, and the processing of forms and petitions.

DUTIES AND RESPONSIBILITIES

• Chair Support
  • Schedules appointments as needed
  • Accesses email and/or phone messages
  • Alerts chair to potential problems
  • Ensures program, department, college, and university policies are followed at all times
  • Coordinates, prepares and assists with summer student orientation sessions and other ECS events
  • Advertises, recommends hiring and manages summer orientation student assistants
  • Attends ECS department meetings and is responsible for taking minutes
• Office Reception and Coordination
  • Greets and directs campus and community visitors and answers questions regarding CEIS and ECS and is also responsible for outside bulletin boards
  • Serves as a resource for the public or other organizations requesting information or assistance in solving problems relate to courses, programs, procedures, and majors; provides extensive resource information to faculty, staff, and a thorough knowledge of the campus layout, the major ECS functions of the University and key persons to contact throughout the university
  • Performs complex computer functions using software packages such as Microsoft Office, People Soft, and Tableau
  • Orders and maintains office supplies
  • Schedules maintenance of equipment
  • Orders and coordinates distribution of instructional materials
  • Oversee ECS Instructional Material Center materials, including checking out IMC key to faculty, overseeing material check out forms, keeping inventory of material current, notifying faculty or students when materials are overdue
  • Maintains personnel files, lecturer contracts, lecturer pool files, student files, field trip files, office key inventory, safety compliance, notice boards, and general office environment
  • Addresses office copying needs
  • Responsible for input and update of ECS course schedule in People Soft
  • Submits textbook orders; files copies of student evaluations as needed
  • Support commencement activities as related to ECS department commencement
  • Updates ECS website
  • Hires and oversees student assistants
• Budget
  • Maintains and tracks the ECS and College advising budget and accounts
  • Maintains data for all fiscal transactions
  • Prepares reports on income and expenditures
  • Tracks and reconciles State accounts, Foundation accounts, Open University Funds, President's Travel, Faculty Travel, Student Success Fees, Faculty Center Mini-Grants, RSCA, internal grants, and scholarship accounts
  • Coordinates state and foundation payments to vendors. Coordinates the inter campus transfer of funds
  • Maintains and analyzes the ECS's operational budget, funding transactions, transfers, ad prepares foundation Inter departmental (program) transfers (IDT) and payment requests
  • Prepares and supports direct pay, travel reimbursements, transfers, start-up funds, reconciling P-Cards, finding where monies originated, keeping tracks of expenses
  • The position requires knowledge and use of excel
• Faculty Support
  • Informs ECS faculty of teaching assignments times, and locations
  • Serves as point of contact between ECS faculty members and various departments and institutions
  • Assist faculty with completing appropriate paperwork for class schedule, budget issues and other department and college business
  • Assists faculty with book orders, travel forms, faculty recruitment, and field trip forms to ensure compliance with university policies and deadlines
  • Attend orientation and organize and manage permission numbers for classes
  • Working with the Chair or their designee, send out permission numbers for classes
  • This position requires knowledge of PeopleSoft and Bronco Direct and the ability to remove students holds, schedule courses, generate permission number for faculty and students (with approval), provide class rosters for faculty, oversee course book orders with the bookstore, and access and compile data.
• Student registration support
  • Maintain permission number forms, updating each semester, and issue student permission numbers as needed for ECS courses.

QUALIFICATIONS

• High School Diploma/GED
• 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
  • 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 multiple work unit priorities and projects
  • Apply a variety of policies and procedures where specific guidelines may not exist
  • perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
  • Draft and compose correspondence and standard reports
  • Handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature
• Working knowledge of budget policies and procedures

PREFERRED QUALIFICATIONS:

• Two (2) to four (4) years of college education, experience working with the public, especially within an educational system
• Detailed working knowledge of applicable CPP infrastructure and its academic policies and procedures

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 7. 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 $4,058 and maximum $6,653 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.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

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.