Type of Appointment: Full-Time, Probationary
Job Classification: Administrative Analyst/Specialist - Non-Exempt
Anticipated Hiring Amount: $3,694 - $4,909 per month
Work Hours: Monday - Friday 8:00am-5:00pm
THE DEPARTMENT As an essential department within the Division of Academic Affairs, the University Library supports student learning and success and fosters faculty productivity by providing efficient access to resources, information, and data and offers a full suite of public services including research support, instructional services, and public programming for students, faculty, staff, and the general community in support of the University's instruction, research, and public service mission. The library serves as one of the key public spaces on campus for students to work, study, and collaborate. The library faculty and staff strive to create a welcoming, inclusive, and innovative learning environment that fosters exploration, discovery, research, and scholarship while offering students a variety of study spaces and technology to support their academic studies.
DUTIES AND RESPONSIBILITIES Administrative Support for the University Library Dean
- Provide executive support to the Dean and Executive Team, including the Senior Director of Library Operations & Development and the Faculty Department Chair.
- Coordinate communication and documentation between the Library Dean's Office, the Provost's Office, and other university departments to meet deadlines.
- Develop and implement strategies for tracking progress on projects and assignments, ensuring timely updates and adherence to deadlines.
- Manage day-to-day administrative tasks, maintaining confidentiality in handling sensitive matters.
- Assist in resolving inquiries and complaints from university colleagues and library patrons, based on knowledge of library and university policies.
- Support the Dean in strategic planning and project management, including the preparation of reports and documents.
- Oversee the Dean's calendar, scheduling and prioritizing meetings, and managing conflicts.
- Organize Executive Team, Dean's Advisory Council, and Library Town Hall meetings, including agenda preparation and minute-taking.
- Coordinate logistics for large-scale events, seminars, and workshops, including room reservations, technology needs, and catering.
- Serve as the primary point of contact for library building tenants, maintaining up-to-date contact information, and sharing operational information.
Human Resources Support
- Coordinate faculty and staff human resources activities, assisting in preparing and submitting accurate paperwork, and tracking submitted requests.
- Develop and maintain an understanding of university human resources policies and submit actions such as recruitments, reclassifications, and salary adjustments.
- Keep updated on library, university, system, and state policies related to human resources, and create internal procedures and guidelines documents.
- Assist the Dean and Executive Team in responding to human resources-related inquiries from library employees.
- Develop and maintain internal procedures for faculty and staff recruitment, including process overviews, guidelines, and interview templates.
- Coordinate interview processes, including scheduling, room booking, and communication with candidates and search committees.
- Assist with travel arrangements for candidates and guests, including hotel, transportation, and reimbursement requests.
- Develop and maintain onboarding policies and checklists for new employees, providing administrative support for their orientation.
- Coordinate ergonomic assessments and follow-up for employees as needed.
- Maintain written procedures for staff evaluations, ensure compliance with university policies, and manage the performance evaluation process.
General Library Administration & Library Administrative Office Oversight
- Collaborate with administrative support staff to ensure the efficient management of the Library Administrative Office (LAO), serving as the first point of contact and managing referrals.
- Supervise student employees in the LAO, coordinating their orientation, training, and staffing.
- Develop and document protocols for greeting visitors, handling communications, and train staff to ensure consistency.
- Approve 25Live requests for library meeting rooms and consult on special requests as needed.
- Oversee the delivery of internal mail within the Library Administrative suite and manage the general library email.
- Ensure the library website and SharePoint sites are updated with current administrative information.
- Maintain internal employee rosters with contact details and manage office supply requests for the LAO.
- Coordinate maintenance requests for the administrative suite and serve as the primary contact for parking arrangements for external visitors.
- Participate in library committees, task forces, and working groups, and provide backup support for other administrative roles.
- Provide administrative support to the Budget Analyst and perform other duties as needed.
Administrative Office Student Assistant Lead
- Using comprehensive knowledge of all aspects of lead work direction, assist in employee selection, train employees in new work procedures, assign work and schedules, organize workflow, and establish priorities, review work, provide input to performance evaluations and promote teamwork to optimize effectiveness.
- Work with campus departments such as EODA and Payroll to ensure proper practices and payroll procedures are followed.
- Post job openings when needed, schedule and participate in job interviews for new hires.
- Prepare necessary forms to complete the hire process with University Career Center and University Payroll.
- Collaborate with students and other department team members to create weekly student schedule, ensuring adequate coverage.
- Using working knowledge of library accounting and budget procedures and allocation processes and coordinating with the Budget Analyst, monitor allocated annual Admin Office student assistant budgets.
- Monitor, compile, and report department student assistant budget; analyze trends and assure department adheres to budget.
- Project and process monthly expenditures for all student assistants and approve all Admin Office student hours using university system (PeopleSoft).
Administrative Support for the Faculty Department Chair
- Provides general administrative support to the Faculty Department Chair (FDC) in areas related to faculty recruitment, appointments, and annual Reappointment, Promotion, & Tenure (RPT) and Temporary Faculty Evaluation processes.
- Develops and maintains an understanding of Faculty Affairs policies and procedures.
- Assists the FDC in initiating the annual process for development and submission of annual Statements of Responsibilities (SOR) for all library faculty. Communicates the calendar of due dates for development of Statements of Responsibilities to library faculty on behalf of the FDC and Dean. Facilitates the process for finalizing SORs, obtains signatures, and provides final copies to the library faculty member. Develops and maintains print and electronic files for SORs. Schedules SOR meetings for individual library faculty to meet with FDC and Dean.
- Works with the FDC to facilitate development and maintenance of the calendar of due dates for the annual Reappointment, Promotion & Tenure (RPT) and Temporary Faculty Annual Evaluation processes and facilitates communication of the overall calendar, deadlines, and due dates to library faculty and administrators. Sends alerts and reminders.
- Works with FDC to coordinate scheduling of regular and ad hoc in-person and virtual meetings with library faculty by making room reservations and room set up.
- May assist FDC in coordinating official faculty-related meetings and events
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.
Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.
Preferred Qualifications - Two or more years of full-time OR four or more years of part-time experience working in an administrative support or general office clerical position, ideally for a manager or senior executive.
- Experience working in an academic or public library or higher education setting.
- Experience providing administrative support to a senior-level manager or executive.
- Experience in performing human resources activities supporting recruitment, payroll, performance evaluations, etc.
- Experience in writing policies and procedures, developing workflows and forms, and in providing instructions.
- Experience supervising the work of others. 6. Working knowledge of enterprise systems such as PeopleSoft or Workday.
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 https://calstate.policystat.com/policy/10899725/latest/ .
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 https://calstate.policystat.com/policy/13813878/latest/ .
CSU Classification Salary Range This position is part of the CSUEU bargaining unit. The CSU Classification Standards for this position are located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $3,694 and maximum $7,131 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 to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .
Child Abuse/Neglect Reporting Act (CANRA) The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/ .
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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.
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.
Advertised: Jun 05 2024 Pacific Daylight Time
Applications close: Jun 26 2024 Pacific Daylight Time
Closing Date/Time:
