Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union - CSUEU (Unit 7)
Job Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $3,680 - $4,157 per month
Work Hours: Monday - Friday, 8am - 5pm, unless notified otherwise
THE DEPARTMENT MEP-WiSE: Center for Gender, Diversity, and Student Excellence, located in the College of Engineering, is a STEM student success center designed to increase the number and diversity of students from historically underrepresented minority, first-generation, low-income backgrounds, including women, who pursue STEM degree programs. With emphasis on reducing the achievement gap for minority students, MEP-WiSE offers a comprehensive retention and graduation success program-including summer bridge, mandatory tutoring, supplemental instruction, peer mentoring, and internships-focusing on improving student academic performance.
The mission of the Cal Poly Pomona College of Engineering is to produce well-qualified engineering graduates who are ready for immediate and productive entry into the workforce or for graduate studies. The college provides practice-oriented education based on sound engineering principles and applications, while emphasizing teamwork, communication and creative skills needed to be leaders in a global society. The College of Engineering provides opportunities to more than 5,600 undergraduate and graduate students in seven engineering departments, offering eleven programs leading to Bachelor of Science degrees in Aerospace, Chemical, Civil, Computer, Electrical,
Industrial, Manufacturing, Mechanical, Engineering Technology, Construction Engineering Technology, and Electronics and Computer Engineering Technology. In addition, graduate programs are offered for Master of Science degrees in Engineering (with emphasis in Aerospace Engineering or Materials Engineering), Civil Engineering, Electrical Engineering, Engineering Management, Mechanical Engineering, and Systems Engineering. The undergraduate curricula are accredited by the Engineering Accreditation Commission or the Technology Accreditation Commission of ABET, Inc. (Accreditation Board for Engineering and Technology).
DUTIES AND RESPONSIBILITIES General Administration
- Provides administrative support to the MEP-WiSE Director for all program support activities; helps enforce program requirements designed to improve student success; serves as a resource for student employees and student ambassadors.
- Provides front-desk support, greets visitors/patrons, re-directs information requests as appropriate.
- Processes incoming/outgoing mail. Provides administrative support for the MEP-WiSE Director in scheduling meetings, drafting correspondences, other tasks as needed.
- Access PeopleSoft, CPP Connect, Tableau, social media to support operating procedures in compliance with established protocols and deadlines. Distributes meeting agendas, taking meeting minutes.
- Interacts with staff, faculty, administrators, students via MS Teams, email, phone, in-person.
Business Administration
- Works closely with Budget Analyst to prepare and collect budget and expense information.
- Maintains record of financial transactions.
- Prepares monthly P-Card expense reports.
- Handles student hiring and payroll (State).
- Maintains accurate work attendance logs.
- Disburses student paychecks; reconciles inconsistences with Payroll.
- Prepares BroncoBucks. Serves as liaison to vendors. Completes travel authorization and expense reports.
- Submits catering requests, facility requests, charge-back forms.
Student Support
- Handles large-volume student traffic (in-person, phone, email, social media accounts).
- Completes student information requests and explains program policies/requirements related to all aspects of MEP-WiSE.
- Routinely disseminates program information to prospective, incoming, continuing
students.
- Queries student information systems to trouble-shoot academic issues; retrieves student
academic data (including course grades, transcripts, class schedules); refers student issues to
Academic Retention Coordinator, Senior Coordinator, Advisors, Department admin staff, and faculty.
Event Support and External Relations
- Provides administrative support for large-scale and community events related to student outreach,
recruitment, retention, and recognition (academic year/summer).
- Provides support to cultural affinity student organizations: AISES (American Indian Science & Engineering Society), NSBE (National Society of Black Engineers), SHPE (Society for Hispanic Professional Engineers, SWE (Society of Women Engineers).
- Provides support to industry representatives, external agencies, professional societies, advisory board.
- Schedules meetings, submits catering request, arranges guest parking.
QUALIFICATIONS - High School diploma or its equivalent.
- 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.
- Working knowledge of budget policies and procedures.
- Ability to:
- 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.
Preferred Qualifications - Previous experience using MS Office Suite (including Word, Excel, PowerPoint); creating flyers.
- Experience in administrative aspects of work, including knowledge of applicable university
policies/procedures.
- Strong grasp of English grammar, punctuation, spelling.
- Working knowledge of budgeUpolicies, procedures.
- Skilled in the use of desktop computing in an office environment.
(Microsoft Word and Excel).
- Experience using MS Teams.
- Experience using FaceBook and lnstagram.
- Experience in financial budget systems (e.g., commercial card expense reporting), collaboration platforms (e.g., MS Teams), and catering request system.
- Ability to:
- Work independently and handle multiple work priorities. Ability to compose draft correspondences.
- Handle broad range of interpersonal contacts, including those sensitive in nature.
- Use discretion when handling confidential Level 1 student data and salary information. Experience with student information system/records (e.g., PeopleSoft). Experience with room/event scheduling system (25 Live).
- Perform basic math (i.e., calculate ratios/percentages, track financial data, make simple projections).
Equity, Diversity, and Inclusion At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.
We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.
More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website .
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 California State University Employees Union (CSUEU) bargaining unit 7. 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 $3,680 and maximum $5,783 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 .
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: Jul 01 2024 Pacific Daylight Time
Applications close: Jul 15 2024 Pacific Daylight Time
Closing Date/Time:
