Type of Appointment: Full Time, Probationary
Job Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,058 - $4,334 per month
Work Schedule: Monday - Friday 8:00am - 5:00pm
THE DEPARTMENT:
The Apparel Merchandising and Management department is an academic unit within the Don B. Huntley College of Agriculture. The AMM department offers one Bachelor of Science in Apparel Merchandising and Management with options in Design and Production, Fashion Retailing, and Textile Technology and Sustainability. The department also offers a Master of Science in International Apparel Management.
DUTIES AND RESPONSIBILITIES:
Administration and Department Office Operations Support for Department Chair
- Greet/screen visitors and phone calls, responding to inquiries and redirecting as needed; maintain chair's calendar; schedule appointments/meetings; prepare routine correspondence; type correspondence, sort/prioritize/log mail; hire and monitor hours of student assistant; maintain program and student files; maintain department inventory of equipment and supplies; order supplies as needed; schedule and takes minutes of the department meetings; collects and post syllabi and office hours.
- Support for the department chair typically includes coordinating and planning activities, assisting in scheduling department meetings, advisory council meetings, alumni reunions, graduation receptions, retirement parties, fundraising events, educational seminars, workshops, conferences, and other department-sponsored events as needed.
- Maintain a log of visitors to various department events.
- Supports the faculty search committees with scheduling interviews and reimbursements of candidates.
- Support deposits and reimbursements related to educational programs like field trips and senior capstone projects.
- Manage visitors to the building where the program is located.
- Provide program information and quick tours to potential applicants and their families.
Service to Students and prospective students
- Assist students with routine, academically related inquiries; determine the appropriate paperwork/action and processing needed for the desired outcome.
- Provides information, including curriculum sheets, promotional brochures on programs and minors, contact information for faculty, web page addresses, location of the Department's office, and other inquiries from prospective students.
- Assists students regarding permission numbers for course enrollment.
- Directs students requests and complaints to the appropriate person, and seeks guidance from the Department Chair as needed when dealing with student complaints.
- Forwards information on internships, job opportunities, seminars, scholarships or any other announcements of interest to students.
Class Scheduling
- Responsible, in consultation with the chair, for entering class schedules into PeopleSoft and updating them as needed; printing of class rosters and faculty schedules, creating course permission numbers, and troubleshooting student registration problems.
- Research data files to obtain departmental student information pertinent to departmental programs and reports.
Budget
- Maintain/monitor the department's general fund and Foundation accounts for programs found in the department.
- Reconcile p-card statements and purchases.
- Process reimbursements and requisitions, process scholarship and donation payments.
- Provide Chair with regular updates on available funds and projected income and expenditures.
Back-up and coverage to other programs -
- Provide back-up coverage for other administrative support roles in the college, including academic departments, and the recruitment and retention office.
QUALIFICATIONS:
- High School Diploma/GED - High School diploma or its equivalent
- Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
- Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; 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 effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.
PREFERRED QUALIFICATIONS:
- Fully functioning knowledge of and skill in standard office procedures and practices.
- Experience with PeopleSoft desirable.
- Strong interpersonal and written and oral communication skills to interact with a diverse campus community.
- Mastery of office methods, procedures and practices.
- Knowledge of budget maintenance and dealing with numerical data.
- Ability to take direction and strong follow-through skills.
- Self-starter and have the ability to coordinate, organize, and prioritize tasks.
- Strong ability to multi-task and deal with frequent interruptions in a fast-paced environment.
- Ability to use computers and learn new software programs.
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
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.