Job No: 521434 Work Type: Staff Location: Pomona Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)
Type of Appointment: Full-time, 1-year Temporary
Collective Bargaining Unit: California State University Employees Union - Unit 7
Job Classification: Administrative Support Coordinator II
Classification Salary Range: $3,681 - $6,034 per month
Anticipated Hiring Range: $3,681 - $4,000 per month
Work Hours: Monday - Friday, 8 am - 5 pm, unless notified otherwise
Recruitment Closing Date: December 2, 2022
The Department of Strategic Communications (StratComm), in the Office of the President, is Cal Poly Pomona's central communications office responsible for driving clear, consistent and coordinated brand storytelling. StratComm's team informs, engages and inspires internal and external audiences to join Cal Poly Pomona in transforming lives through student success. StratComm's portfolio of responsibilities includes media relations, reputation management, crisis communications, branding, marketing, digital and social media, visual and written storytelling across multiple platforms, executive and internal communications, advancement communications, and graphic design and standards.
DUTIES AND RESPONSIBILITIES:
Responsible for the department's day-to-day administrative operations. Delegate responsibilities to staff as needed and approved by the Executive Director.
Coordinate assignments and projects related to office operations, making independent determination of approaches to the projects and priorities. Use judgement, ingenuity and innovation to develop and implement a plan to complete the project.
Communicate on behalf of the department and/or select individuals when appropriate, including drafting and sending correspondence on their behalf. Manage relationships with external stakeholders and entities that may involve confidential information and/or sensitive situations.
Assist in coordinating a complex appointment calendar for the Chief Communications Officer and Executive Director. Make independent decisions based on the knowledge of individual and departmental priorities.
Serve as the liaison to the President's Office (division) on budget, finance, human resources, and other administrative areas. Provide input, feedback and updates on behalf of, and to, the department.
Serve as the liaison to the Foundation (landlord), on the physical office environment at CTTI, including billing, parking, cleaning and maintenance, security and key access, HVAC, signage, and other facilities concerns. Provide input, feedback and updates on behalf of the department, and also provide input, feedback and updates to the department.
Serve as the liaison for IT issues, including phone and Internet connectivity, computer inventory and IT support. Provide support and step by step instructions to staff on IT ticket submissions and support.
Assist with the recruitment process and onboarding of employees and student assistants. Solicit, provide and implement feedback and recommendations. Implement a framework for the department's recruitment and onboarding, and coordinate with the President's Office and EODA as needed.
Maintain, order and monitor inventory supplies and department equipment.
Serve as a key contact for visitors, faculty, staff, students and administrators. Receive and deliver information that may be complex, sensitive and/or confidential.
Attend in-person and remote conferences, seminars and meetings to learn best practices for operations, especially in a marketing communications environment. Research other institutions that have successful operations and use them as models for efficient operations.
Budget and Finance:
The ASC will assist with financial planning, budget development, cost control, account management and reporting.
Initiate, track and review purchase orders, payments, freelance agreements, vendor contracts, and requisitions to ensure accuracy in ordering, reimbursing and account management.
Maintain and reconcile accounts, including credit card statements for department and designated individuals. Submit report by the monthly deadline. Delegate reconciliation responsibilities to staff as needed and approved by the Executive Director.
Provide step by step instructions to staff related to purchasing, reconciliation, budget tracking, travel and reimbursements.
Assist in coordinating university travel for individuals and the team, including providing step by step instructions and support. Includes reviewing and submitting Concur requests and reports, coordinating travel, lodging and dining arrangements, and preparing and submitting documentation for reimbursement. Delegate travel responsibilities to staff as needed and approved by the Executive Director.
Absence/Time Management and Payroll
Implement a system for time/absence management and payroll for staff, student assistants and contract employees (as needed).
Review timesheet policies and procedures, recommend improvements, provide staff training when necessary. Serve as liaison to EODA/Administrative Affairs, attending training sessions and updates when offered and required.
Track, process and monitor attendance, including hybrid schedules, sick leave, vacation leave, and other forms of leave for staff and student assistants.
Monitor employee leave credits on a quarterly basis and inform employee, their lead, and their HEERA manager of excess or insufficient leave credits.
Oversee student payroll, timesheet policies and procedures, with the support of the department's administrative assistant. Recommend improvements and provide staff training when necessary.
Support Operations Squad and Team Members
Working with the Executive Director, support the Operations Squad, oversee the meeting agenda and priorities, and provide regular updates to department and Leadership Team.
Assist with the squad's day-to-day operations, provide guidance to team members. Coordinate the operations and assignments within the squad.
Work closely with StratComm Leadership Team to foster a strong team culture that supports the department vision, mission and strategy; diversity and inclusion; respectful communications; and continuous growth.
Establish and maintain files and documentation related to department operations and processes.
High School diploma or its equivalent
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; 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.
Experience working in a higher education environment
Demonstrated experience in an administrative level support role
Ability to exercise considerable, independent judgment with a thorough knowledge of professional administrative procedures involving in-depth problem solving techniques
Proficiency with Microsoft Office software and proficiency with PeopleSoft/Oracle
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.
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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.
Cal Poly Pomona will make a conditional offer of employment, 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 criminal conviction history, considering such factors 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. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.
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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml.
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.