Administrative Assistant - AGRiscapes #721868881

Cal Poly Pomona Enterprises Employment Services

ANNOUNCEMENT OF POSITION VACANCY

SUMMARY: The Administrative Assistant provides on-site administrative support for AGRIscapes under the leadership of the Director. This position is responsible for supporting daily office operations, processing payments and administrative transactions, maintaining records, assisting with event and program logistics, coordinating front office coverage, and supporting student success initiatives. The Administrative Assistant helps create a welcoming and organized environment that supports both operational excellence and meaningful student experiences.

SOME OF THE THINGS THAT YOU WILL GET TO DO (this is only a small sampling of work variety):

•   Provide front office support and serve as a primary point of contact for visitors, vendors, students, and callers.

•   Process payments, invoices, reimbursements, deposits, and other administrative transactions in accordance with Foundation policies and procedures.

•   Maintain accurate records, files, and documentation related to departmental operations and financial activities.

•   Assist with purchasing activities, including supply orders, tracking expenses, and maintaining inventory of office supplies.

•   Coordinate scheduling needs, including meetings, interviews, and departmental activities.

•   Monitor and respond to shared departmental email accounts and direct inquiries appropriately.

•   Support administrative functions related to AGRIscapes programs, events, and outreach activities.

•   Coordinate front office coverage by communicating priorities and operational needs with designated student employees

•   Support planning and logistics for departmental meetings, special events, and recognition activities.

•   Follow reporting procedures and cash handling policies, as applicable.

•   Support student onboarding and administrative processes related to student employment.

•   Coordinate student recognition efforts, including appreciation events, celebrations, awards, milestone acknowledgments, and other activities that promote student success.

•   Help create a welcoming, inclusive, and supportive environment that encourages student success through Cal Poly Pomona's Become by Doing philosophy.

•   Coordinate with student employees assigned to provide front office support to ensure continuity of operations. This position does not have direct supervisory responsibilities for student employees.

•   Ability to adhere to regular work schedule, which may include evenings and weekends.

•   Perform other duties as assigned.

MINIMUM QUALIFICATIONS:

•   High school diploma or equivalent experience required; Associate's degree preferred.

•   At least two (2) years of relevant administrative support experience.

•   Experience processing payments, maintaining records, and supporting office operations.

•   Experience providing excellent customer service and working with diverse populations.

•   Strong organizational skills with the ability to manage multiple priorities and maintain attention to detail.

•   Excellent communication skills.

•   Proficient in Microsoft Office programs including Word, Excel, PowerPoint, and Outlook.

•   Must be able to pass a Live Scan background check.

PREFERRED QUALIFICATIONS:

•   Experience working in higher education, nonprofit organizations, or educational environments.

•   Experience supporting student programs, events, or engagement initiatives.

•   Experience with event coordination and logistics.

ABOUT US: As the largest employer of students on the Cal Poly Pomona campus, the Foundation offers valuable work experience and hands-on training to approximately 1,500 Cal Poly Pomona students each year. The Foundation offers positions in various fields; whether it is in the area of technology, science, retail, culinary arts, hospitality management, leadership or research grants, these student employees participate in Cal Poly Pomona's learn-by-doing philosophy and acquire practical skills in their designated field of study.

The Foundation also contributes operating support to nearly 1,100 Foundation and scholarship programs every year, including Bronco Athletics. In addition, the Foundation administers grants and contracts, contributes to campus security, and supports several university publications. The Foundation contributes over $1 million annually to Cal Poly Pomona.

CSU along with Cal Poly Pomona Foundation strongly recommend faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare an exemption from doing so. The systemwide policy can be found at COVID-19 Vaccination Interim Policy and any questions may be sent to fdnhr@cpp.edu.

Cal Poly Pomona Foundation, Inc. is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, Cal Poly Pomona Foundation, Inc. may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodation with the employer.

BACKGROUND CHECK POLICY:   
Cal Poly Pomona Enterprises is committed to protecting the health, well-being, and safety of its campus community and assets. In furtherance of these goals, Cal Poly Pomona Enterprises 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 Enterprises will give an individualized assessment to any information regarding the criminal conviction history that the applicant submits for consideration 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.