Type of Appointment: Full Time, Probationary

Job Classification: Administrative Support Coordinator I

Anticipated Hiring Range: $4,047 per month

Work Schedule: Monday - Friday 8:00am - 5:00pm


THE DEPARTMENT:

The College of Letters, Arts, & Social Sciences (CLASS) advances the knowledge and learning of established academic disciplines in the humanities, social sciences, and performing arts within its 12 academic departments (Communication, Economics, Ethnic & Women's Studies, English & Modem Languages, Geography & Anthropology, History, Music, Philosophy, Political Science, Psychology, Sociology, Theatre & New Dance). It provides introductory and advanced courses in over 20 undergraduate, graduate, and certificate programs, as well as providing courses that substantially make up the General Education curriculum required of all students. The Student Success Center is dedicated to the academic and professional success of undergraduates throughout CLASS through holistic academic advising and cross-divisional collaboration. Its staff implement University and College policies and procedures, have a thorough knowledge of major and GE requirements, troubleshoot student questions and concerns, and collaborate between University and Department advisors and staff. The Center provides general academic advising and additional student support programs and opportunities (e.g. new-student orientation, Student Success Ambassadors), and supports the greater campus community with the development and implementation of student success initiatives, retention and graduation initiatives, etc.

DUTIES AND RESPONSIBILITIES:

• Supports the daily operations of the Student Success Center (the Center) and is the first point of contact for visiting students, faculty, and staff
• Schedules student appointments and facilitates the Center's drop-in hours
• Maintains contact with College faculty and staff regarding the operations of the Center
• Interprets and implements University and College policies and procedures
• Accurately answers questions regarding University and College policies and procedures
• Creates or determines effective office policy and procedure where there may not be any
• Responds professionally to personnel, mail, email, and telephone inquiries; collects, prepares, and distributes physical and digital correspondence
• Acts as the college’s paycheck coordinator, collecting paychecks from payroll and distributing them to employees
• Facilitates events hosted by the Center; maintains the Center's student-use space and closes classroom doors at the end of every week.
• Provides administrative and operational support for various student success services (e.g. outreach, first-year experience, new-student orientation, advising, graduation and retention initiatives)
• Prepares and processes materials and maintains a database for these materials (e.g. academic forms, petitions, student data)
• Assists with activities of various organizations and offices throughout campus
• Provides administrative support for the Associate Dean of Academic Programs and Student Success- maintain the associate dean’s appointment calendar; and schedule meetings and appointments.
• Makes travel arrangements, including travel authorizations, transportation, lodging, conference registrations, and travel reimbursement requests.
• Provides administrative support to college committees related to Student Success, Curriculum, and Learning, Teaching, and Assessment
• Schedules and confirms meeting rooms and accommodations
• Independently retrieves and research information necessary to support the agenda for meetings and prepares and arranges meeting materials.
• Assists with compiling administrative reports; reviews materials for formatting and clarity; and performs other clerical and administrative duties as assigned by management.
• Promotes the digital presence of the Center through the creation of social media content, digital signage; maintains accurate and up-to-date information on the Center’s website
• Promotes the physical presence of the Center through the creation of flyers, orientation materials, and resource guides, and maintains the Center's bulletin boards.

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; 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 multiple 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.

PREFERRED QUALIFICATIONS:

• A Bachelor's degree, familiarity with the College of Letters, Arts, and Social Sciences, Cal Poly Pomona, the CSU system, and experience in working in higher education (specifically, with students regarding academic advising and advising resources)

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 $4,047 and maximum $5,896 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.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety 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 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

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Notices

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