Type of Appointment: Full-Time, Long-Term Temporary (1 Year)

Collective Bargaining Unit: California State University Employees Union (CSUEU) – Unit 7

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4,600 – $5,000 per month

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

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’s 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, as well as 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

Vice President/Chief Information Office Front Desk

• Provides support to the Vice President (VP) / Chief Information Office (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 Associate Vice President (AVP) offices and takes appropriate action and/or follow-up.

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.
• Prepares and processes cell phone reimbursements for employees who are on the IT Personal Cell Phone Reimbursement Plan.

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 or its equivalent AND 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.
  • Understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
  • Analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
  • Perform business math, analyze budgetary data, and make accurate projections requiring some inference.
  • Effectively write and present own reports.
  • Effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
  • Use negotiation and persuasion skills to achieve results and expedite projects.

PREFERRED EXPERIENCE

• Five years of administrative support in a large organization or a higher-education environment.
• Extensive 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.
• 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 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 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 $3,865 and maximum $6,336 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.