Type of Appointment: Full-Time, Probationary

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

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $3,865 per month - $4,502 per month

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

THE DEPARTMENT

The mission of the department is that the music department is a hands-on creative community combining performance, musicianship, industry, and technology to empower musicians of the future. We promote music as a diverse practice that rewards and fulfills individual lives and the human experience. We foster ethical innovative careers in performance, teaching, and the music industry. The music department encourages all students to realize their highest musical, academic, and professional potential. The department prepares individuals for a variety of careers in music, including teaching, business, and performance, and provides General Education courses for the general student population and in support of teacher education.

The faculty of the Music department believe that the presence of music in a person's life is rewarding, fulfilling, and necessary for a balanced life, and that they have a responsibility to fairly present and represent the complex tapestry of contemporary American musical life. The department aims to present a balanced view of the musical contributions of all genders and the various nationalities and ethnicities of the state's population.

DUTIES AND RESPONSIBILITIES

• Represent the department-greet, assist, and direct students, faculty, or administrators who contact the office; answer phones, respond to emails, and, if necessary, forward to proper personnel; direct students to the proper sources for information about course offerings, add/drop policies, catalog requirements, rules, and regulations; provide students with proper procedures to file petitions, graduation forms, and other documents needed to complete their objectives; use problem-solving techniques to facilitate the navigation of students through the system; assist students during registration and provide permission numbers when needed.
• Provide administrative support to the department chair and faculty in the operations and functions of the department, anticipate and communicate departmental needs; develop and maintain a comprehensive and detailed knowledge of the university infrastructure, policies, and procedures; maintain continuity with these and department policies and procedures and communicate them when needed; interpret and apply these policies and procedures independently and use judgment and discretion to act when precedents do not exist; oversee, with the department chair, the general operation of the department. I.E. review correspondence, reports, requests, etc; anticipate and troubleshoot the impact of office administration problems and solutions on other areas, and respond to all inquiries and requests related to work area; analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Train any new faculty, staff, or student assistants who may join the department on departmental processes; assign new faculty to offices and prepare offices (painting, new furniture, etc.) when they change hands, if needed; maintain assigned office inventory and maintain expertise in using office software packages, technology, and systems.
• Prepare all office hours, schedules, and related term by term information; upon request, provide information relating to office hours, office locations, and office phone numbers; work with various committee chairs and faculty advisors to provide continuity and background on the various activities associated with each one's responsibilities, including department assessment and recruitment efforts; effectively handle interpersonal interactions at all levels, and handle highly sensitive interpersonal situations; if needed, use negotiation and persuasion skills to achieve results and expedite projects.
• Work independently, making decisions on day-to-day operations, interpreting specialized policies and procedures, and prioritizing multiple work unit projects; solve a broad range of operational and procedural office and administrative problems that may require additional research, analysis and evaluation; ingenuity in developing solutions to the above is required.
• Support faculty searches by initiating advertising and coordinating interview schedules of candidates with faculty, dean, and other personnel; prepare and submit travel expense forms for all candidates; collect and prepare all necessary documents for candidates' reimbursements.
• Monitor and meet document deadlines imposed by the college and university.
• Process supplementary application materials (audition appointments and portfolios) for up to 225 new student admits: every prospective student major must audition, and every composition student must submit a portfolio; applicants must upload questionnaires, videos, recorded music, scores, and portfolios, if needed; set up and manage processes for auditioning, set up and manage the database for receiving digital submissions, including audition materials and scores, and make these available to faculty; run the auditions for prospective students; prepare audition materials before candidates arrive; and coordinate actions of student volunteers during auditions.
• Assist department chairs with all operating budget processes; prepare fiscal reports on a monthly basis; develop and maintain accounting and other record-keeping procedures for all operating accounts associated with both the state and foundation sides; perform business math, analyze budgetary data, and make accurate projections based upon inference; monitor financial dashboard for balances and improper charges; follow-up on receiving proper credits; work with the department chair to stay informed of products and services needed by the department; prepare all purchase requisitions and other expense forms for the department; initiate and renew equipment maintenance contracts; prepare direct pays and other types of reimbursements to faculty for professional development and other related expenses.
• Responsible for department purchase card(s) and monthly reconciliation of p-card statement( s ).
• Assist with scholarship accounts; in consultation with the department chair, fill out scholarship forms and monitor account balances.
• Review all department travel requests and expense claims for accuracy via university travel database (Concur) while providing guidance on travel policies and procedures when needed.
• Develop and maintain accounting and other record-keeping procedures for all 20 ensembles that have their own money, including tracking deposits and doing the purchasing for all items within each account; this requires a great deal of attention and high-level administration skills.
• Work with the department scheduler and the college scheduler on class scheduling; make scheduling suggestions; assist with schedule programming; key in and update schedule; and assist department chair by updating spreadsheets that indicate courses and FTES taught and lecturer dollars spent. Assist with part-time staffing of various classes; assist with tracking number of WTUs taught by part-time faculty term-by-term; assist with contacting part-time faculty and arranging interviews; work with the college contract analyst and collect all necessary paperwork to help facilitate the hiring process.
• Responsible for providing an accurate report of all courses taught in the department and provide this report to the department chair and the Dean of C.L.A.S.S., if requested; this report is instrumental, as this information is compiled along with other majors within the college to see if the department is on track with the total FTE goal of the department.
• Keep detailed records of all faculty assigned time, reassigned time, grants, and contracts.
• In consultation with the chair, review and submit the Faculty Assignments by Department (FAD) every term.
• Coordinate student studio (one-on-one lessons) for 150-175 students per term; create all necessary sections of 1700, 1800, 3700, and 3800, based on enrollment and numbers of students needing to fulfill studio requirement; add appropriate faculty to each course (30-35 per term) with the correct students by instrument, based on results of the prior semester's juries for returning students, and audition placements for incoming students; ensure that students in these studios are co-enrolling in associated performance seminar by instrument and a large ensemble; coordinate all scheduling of teaching spaces for studio lessons based on faculty schedules; key into room reservation database; book rooms for makeup lessons as needed throughout the semester; facilitate rescheduling of rooms for studio lessons to adjust availability of performance spaces for concerts and masterclasses; make reservations in room reservation database for additional rehearsal for academic classes.
• Create systems and handle administration of all juries for 150-175 students per term.
• Assign rooms and coordinate with music technician to make sure rooms have the correct instruments and devices; create spreadsheet and questionnaires to solicit student videos/links/mp4s if needed, and disseminate required paperwork, online link, and score to correct jury.
• Track and maintain student records including studio instruments, studio teacher, required co-requisite enrollment, music theory placement, and five options; track and maintain student records for juries; assign permission numbers for studios, theory placement, and upper division courses.
• Administer registration holds for incoming freshmen and transfer students and release holds in conjunction with advisors.
• Process and distribute mail and deliveries.
• Maintain all departmental unofficial personnel files.
• Help plan and coordinate special departmental-related events for students and faculty and secure rooms and spaces when needed.
• Maintain department files related to syllabi.
• Provide assistance to faculty with textbook requisitions; track and remind faculty members to submit by the deadline given.
• Oversee health and safety inspections.
• Maintain supplies and inventory.
• Assist with maintaining electronic records of student evaluations if needed.
• Attend university training regarding any changes in related/relevant policies and procedures.
• Use student bulletin boards to provide up-to-date information.
• Responsible for calling in and submitting work orders to Facilites, Planning, and Management.
• Manage Part-time Faculty Clearance forms and update key inventory and fill out key request forms.
• Work with asset management to complete the annual inventory.
• Deliver information to faculty members in charge of updating department web pages and hall digital displays.
• Pick up paychecks from the Dean's office each month and distribute to department personnel. Respond to email inquiries about paycheck distribution and mail checks if necessary. Work with the Paycheck Coordinator in the Dean's office for any questions or for any additional instructions that may be necessary as procedures may change.

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.

PREFERRED EXPERIENCE

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; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.

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.

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/.

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.