Type of Appointment: Full Time, Probationary

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4,367 - $5,219 per month

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


THE DEPARTMENT:

The mission of the Information Technology (IT) Division is to provide stewardship, leadership, and service in support of the teaching and learning mission of the University. Information Technology strategic goal is that technology will be recognized as an essential resource in furthering the university’s and division’s missions. Information Technology provides learning technologies, strategies, leadership and support, all of which enhance teaching, learning, the quality of the student experience, personal productivity, and administrative effectiveness. The Division for IT provides innovative, strategic and cost-appropriate technology services in collaboration with the campus community to advance the mission of the University. Technology services are recognized as an essential resource in furthering the University’s mission. IT will provide technology solutions, expert consultation, and leadership resulting in numerous enhancements to the advancement of learning and knowledge and to the effectiveness of campus support services and business processes for the entire University.

DUTIES AND RESPONSIBILITIES:

VP/CIO Front Desk

• Provides support to the VP/CIO front desk, serving as the front-line contact for the office.
• Related responsibilities include answering calls, screening telephone calls and office visitors, answering routine and complex questions, responding to e-mails, and furnishing information to students, staff, faculty, and the public.
• Receipt of daily office documents and distribution to appropriate parties; ordering and maintaining office supplies and coordinating copier maintenance agreements and services.
• Organizes special events, training, and other activities.

Administrative Support

• Orders, stores, tracks, and distributes office supplies and other materials.
• Assists employees in researching and procuring supplies, contract services, software and hardware. Includes ordering, receipt, and distribution of ordered equipment, software, and supplies.
• Creates and maintains departmental and financial files; completes forms, including some word processing of memos and letters, as well as design and production of departmental documents.
• Coordinates the scheduling of meetings and appointments; identifies scheduling conflicts prior to their occurrence; prepares, revises, and disseminates agendas.
• Schedules appointments, either by phone, Zoom (or similar), or in-person as directed.
• Makes contact with students, staff, administrators, visitors, faculty, and outside vendors on a regular basis, and has some form of communication with virtually every major office on campus.
• Demonstrates excellence in written and verbal communication skills, interpersonal interactions, and communication with department staff, in person, by telephone and via mail/email.
• Reviews correspondence/materials prepared or received by the AVP’s offices and takes appropriate action and/or follow-up.
• Assist with the student hiring process by preparing the required hiring forms.

Financial/Budget, Procurement & Travel

• Assists in pricing and purchasing of certain types of supplies and equipment.
• Works with managers to prepare the appropriate paperwork that is highly technical and detailed; completes university requisitions and/or work orders as needed and may research costs.
• Understands and follows university and divisional policies, procedures, and guidelines in the completion of associated university forms and processes related to budget, procurement, travel, and invoice payment duties.
• Ensures that all forms and University purchasing procedures are followed throughout all stages of procurement (order, receiving, and distribution).
• Maintains records and an inventory of materials and equipment, and software licenses and renewals.
• Prepares Travel Authorizations, Travel Expense Claims/Reports, Foundation forms, and processes forms as required and assists staff with travel processes as requested.
• Works with the Business Operations Team to download and prepare monthly invoices for payment for various division and campus wide telecommunication charges, and any other invoices associated with requisitions, purchase orders, and similar.

Other Duties

• Pick up staff and student paychecks.
• Provides comprehensive administrative support, consistent with this job classification, assumes and carries our other duties and responsibilities at the discretion of the Executive Director for IT Business Operations.
• Participates in employee training opportunities and professional development activities designed to enhance work effectiveness.
• Attends and participates in departmental and campus events/activities.

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:

• Extensive knowledge use of numerous computer software applications including Microsoft Outlook, Word, Excel, and PowerPoint. 
• General knowledge of CSU university procedures and practices related to HR, payroll, procurement, and budget.
• Experience working in a higher education environment
• Exceptional interpersonal skills coupled with the ability to develop an environment that promotes partnership and transparency with others.
• Excellent oral and written communication skills to effectively communicate with diverse academic and administrative constituencies including external campus entities.

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.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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 $4,367 and maximum $6,362 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.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

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