Type of Appointment: Full Time, Probationary

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4,058 - $4,596 per month

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


THE DEPARTMENT:

The Special Projects for Improving the Classroom Experience (SPICE) grant program provides grants from Student Success funds to enhance classes at CPP. The Office of Interdisciplinary Ethnic Studies (OIES) provides professional development activities for ethnic studies and associated discipline faculty, campus-wide. The Center for the Advancement of Faculty Excellence (CAFE) provides professional development for faculty teaching, research, and service, including front-line faculty support for enterprise learning technologies. CAFE supports SPICE as the Director is an ex-officio permanent co-chair of the SPICE selection committee. CAFE supports OIES with consultation, space, and administrative analyst services.

DUTIES AND RESPONSIBILITIES:

SPICE:

• Under the general direction of the SPICE committee convener and co-chairs, provide multifaceted support for successful implementation of the annual SPICE competitions.
• Collaborate with the Academic Senate to recruit faculty committee members, and ASI to recruit students.
• Support the SPICE Committee and co-chairs: calendar meetings, take notes and minutes, prepare draft communications, maintain organized documentation, and provide data, including raw data, reports, and summaries as requested.
• Manage the lnfoready proposal platform (or other enterprise proposal technology): enter submission form and review questions, suggest first-draft reviewer assignments, assign reviewers based on direction from SPICE staff, input reviewers, test system, train committee members on lnfoReady, retrieve data and reports, and work with the system administrator to prepare, troubleshoot, and close out competitions.
• Liaise with faculty and other department administrators, responding to queries and providing needed information in a timely manner.

OIES: 

• Support OIES directors and team members: calendar meetings, take notes and minutes, prepare draft communications, maintain organized documentation, and provide data, including raw data, reports, and summaries as requested.
• Provide logistic support for in-person and remote events: reserve event locations; handle rsvp's and sign-ins, respond to participants; prepare, assemble, and transport materials to event location; respond to needs during events; re-set event locations following events.
• Provide CAFE/OIES administrative analyst with all records and receipts with financial implications; collaborate with administrative analyst to order supplies and services and to provide faculty stipends
• Maintain positive working relationships with various individuals and departments on campus to maximize effectiveness
• Telephone and office reception, responding to requests, phone calls, emails, and visitors, maintaining a welcoming and positive environment in CAFE and OIES

QUALIFICATIONS:

• High School Diploma/GED - 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.

PREFERRED QUALIFICATIONS:

• Experience working with faculty or diverse populations

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 7. 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 $4,058 and maximum $6,653 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.