Assistant to the Dean and Front Desk Coordinator

Type of Appointment: Full Time, Probationary

Job Classification: Administrative Analyst/Specialist - Non Exempt

Anticipated Hiring Range: 3,879 - 4,073 per month

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

THE DEPARTMENT:

The Dean's Office in the College of Letters, Arts, and Social Sciences is the administrative unit responsible for 12 academic departments, over 140 tenured and tenure track faculty, over 40 serialized staff, and more than 280 temporary faculty. The College generates the largest number of FTEs each term and has the largest budget among the 8 academic colleges. C.L.A.S.S. provides introductory and advanced course work in more than 20 degree and certificate programs, and provides courses that substantially make up the General Education curriculum required of all students.

DUTIES AND RESPONSIBILITIES:

• Administrative support for the dean and associate dean for academic personnel and resources
• Maintain their calendars: schedule meetings, appointments, conferences, travel, etc.
• Independently set priorities and determine suitable options in lieu of meetings with the dean
• Assist with confidential matters pertaining to the dean's office and the college
• Handle issues of high sensitivity in a confidential manner
• Keep abreast of the status, progress, and deadlines of projects and advise the deans of outcomes; make recommendations on procedural matters; implement, coordinate, and evaluate results.
• Make travel arrangements for the deans, including travel authorizations, transportation, lodging, conference registrations, p-card reconciliation, and travel reimbursement requests. In addition to travel arrangements, make reimbursement requests for cell phones and other miscellaneous expenses.
• Serve as liaison between the dean and university administration, the campus community, administrative offices, and the public; interpret policies and procedures independently and convey them in an accurate, precise manner; provide information to deans on programs and resources as requested.
• In response to external requests, assess urgency level and, when appropriate, disseminate information on behalf of the Dean to external and internal stakeholders.
• Develop and maintain productive relationships with administrators, faculty, staff, students, campus employees and entities, and outside constituents; interact with all in a collegial and professional manner in representation of the dean and the college.
• Leads special project assignments and research projects for the dean including researching and reporting on college student statistics and writing reports for VIP college endowment donors and other University offices, as needed.
• Use a variety of different resources to prepare accurate and concise reports and documents; develop and maintain subject files, working files, and databases for the deans; perform data analysis as needed; create and format tables/reports to effectively display information.
• Maintain digital personnel action files for faculty (i.e. faculty evaluations, RTP, promotion memos, sabbaticals, leaves, student evaluations, etc.)
• Provide oversight and serve as contact person for review of Personnel Action Files for all faculty by sending a digital link when requested and making sure the files are secure.
• Coordinate and monitor RTP process via lnterfolio for tenure track faculty in the college: maintain faculty roster, upload documents as needed, and forward completed packages to University RTP Committee via lnterfolio
• Coordinate and monitor annual lecturer cumulative evaluations.
• Coordinate Range Elevation Requests: accept applications, forward to Faculty Affairs with dean's recommendations.
• Coordinate all College awards, including Teacher Scholar and SPICE grant applications, Jose Gomez awards, summarizing evaluations and providing materials to selection committees.
• Receive college-wide student evaluations and distribute electronic copies to the departments.
• Provide administrative support to various college committees, advisory boards, community boards, staff members, and programs supported by the college; schedule and confirm meeting rooms and accommodations
• Independently retrieve and research information necessary to support the agenda for meetings
• Arrange meeting materials, prepare and distribute agenda, arrange for refreshments, and independently set deadlines for processing and forwarding reports and/or tracking action items; track deadlines for Academic Senate and Dean's Council and Provost Staff meetings and issues.
• Monitor and support staffing of college committees.
• Support Director of Development in coordinating Dean's interactions with advisory boards and donors.
• Support Communications Specialist to recommend, research, and prepare materials for Dean's Office presentations.
• Serves as back-up for maintaining College events and deadlines calendar and supports promotion of events.
• Responsible for coordinating arrangements and logistics for events such as the annual all-college meeting, the department chair retreat, the CLASS Leadership Council meetings, CLASS Dean's Advisory Board, etc.; provide oversight for fall conference planning and invitations and responses.
• Independently resolves problems and answers questions related to these events.
• Serve as the initial contact and face of the dean's office for visitors and callers-answer telephone, direct calls to appropriate office personnel; record messages
• Schedule appointments for conference room
• Assist with maintenance and updating of Dean's Office displays.
• Maintain display case for faculty publications.
• Provide exceptional service to students, faculty and others seeking information or assistance.
• Close classroom doors at the end of every week.
• Coordinate the clerical administrative support functions for the dean's office
• Serve as lead for Dean's Office student assistants - review applications, interview, and recommend students to hire
• Train and serve as lead for job allocation and placement
• Determine work schedules to supply coverage when and where needed, determine priorities and allocate job assignments
• Establish priorities and make recommendations for streamlining operations
• Maintain office supply inventory and order office supplies when needed
• Distribute mail daily
• Oversight for machine maintenance and vendor contact for supplies and repairs for the copier, fax machine, and shredder
• Update the dean's office telephone tree and other miscellaneous college rosters each semester.

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:

• Thorough, detailed knowledge of applicable university infrastructure, policies and procedures
• Working knowledge of policies and procedures for the University, Foundation, and ASI
• Knowledge and experience with Peoplesoft, and BroncoDirect.
  
  

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 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 $3,879 and maximum $7,488 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.

Advertised: Jun 24 2025 Pacific Daylight Time
Applications close: Jul 08 2025 Pacific Daylight Time

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• California State Polytechnic University Pomona

• (909) 869-3160

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