Job ID: Recruitment 60783
Front Desk Coordinator (Administrative Support Coordinator I)
Date Posted:July 15, 2019 Closing Date:
July 29, 2019
CSUEU (Unit 2, 5, 7, 9)
Link to Apply Online:
Campus Employment Homepage:
Type of Appointment: Full-time, probationary
Collective Bargaining Unit: CSUEU Unit 7
Classification Salary Range: $2,846 - $4,998 per month
Anticipated hiring range: $2,846 – $3,563 per month
Recruitment Closing Date: July 29, 2019
The Dean’s Office in the College of Letters, Arts, and Social Sciences is the administrative unit responsible for 11 academic departments, over 130 tenured and tenure track faculty, over 40 serialized staff, and more than 280 temporary faculty. The College generates the largest number of FTEs each quarter and has the largest budget among the 8 academic colleges. C.L.A.S.S. provides introductory and advanced course work in more than 20 degree and certificate programs, and provides courses that substantially make up the General Education curriculum required of all students.
DUTIES AND RESPONSIBILITIES:
The Front Desk Coordinator will serve as the initial contact and face of the dean's office for visitors and callers-answer telephone, direct calls to appropriate office personnel; record messages; schedule appointments for administrative staff and conference room; greet visitors to the office, direct them to appropriate office personnel or to other university facilities; provide information to students, the public, and other on campus employees regarding a vast number of topics such as petitions, class schedules, office hours, faculty/staff absences, events, arrangements and schedules of special activities of the office or college, etc; serve as a reliable resource for visitors and callers-interpret policies and procedures; use knowledge of the campus infrastructure to direct students to the appropriate individual for further guidance; use ingenuity to solve problems that have no precedent; coordinate activities, requests, and problems with various on campus offices; clearly define and communicate issues; seek and provide information and documentation; coordinate the clerical administrative support functions for the dean’s office; establish priorities and makes recommendations for streamlining operations that occur; maintain all informational material and catalogs in current and presentable condition; oversee training of student assistants and staff who provide backup; maintain office supply inventory and order office supplies when needed; distribute mail daily; oversight for machine maintenance and vendor contact for supplies and repairs for the copier, fax machine, and shredder; update the dean's office telephone tree and other miscellaneous college rosters each semester. The incumbent will coordinate the absence management program for the college-serve as resource for faculty, staff and administrators; monitor pay periods for unique situations and implement in leave usage and leave credit tracking; disburse information to attendance coordinators to insure correct completion of absence reporting documents; review absence forms and other back-up documentation for accuracy and completeness per Payroll standards and compliance with bargaining unit clauses prior to submission; access leave activity reports and reconcile all faculty, administrators, and staff in the College; provide training and answer questions as needed; support the administrative functions and help prioritize day to day work; work with the dean's office staff on various projects; consult with the Contracts Analyst to compile a list of new hires; responsible for creating the Personnel Action File folders for all new lecturers and tenure/tenure-track faculty; work with the Assistant to the Dean on reviewing RTP packages. Back-up for coordinating the RTP process when the Assistant to the Dean is absent; support the Budget Analyst with collecting and reviewing authorization to travel on state business or foundation business forms; work with the department coordinators and faculty for any clarification to travel requests; attend Commencement meetings during the academic year and provide input, if needed. Back-up to the Commencement Representative when they are unavailable. The Front Desk Coordinator will have full responsibility for student evaluations; retrieve the large volume of coded faculty assessments from I&IT; sort, copy, and distribute to departments and faculty, insure proper dissemination and disposition of the documents; oversee quarterly safety inspections for the departments and the dean's office-ensure compliance from all departments in reporting safety hazards via the safety inspection report; review report for action required; ensure that departments take corrective action to resolve safety issues and address hazards promptly; follow up on work orders to ensure repairs are promptly made; assist departments as needed and serve as a resource for questions and recommendations. The incumbent will analyze fire marshal inspections and make recommendations for resolution and compliance. Liaison with Environmental Health and Safety to investigate and address unsafe conditions and practices; collaborate with the associate dean in preparation and scheduling of semester lecturer orientations-coordinate calendars to obtain suitable meeting times; prepare reference materials and folders provided to each lecturer; review personnel action files to ensure they are complete and available for the associate dean to review prior to the orientation; schedule meeting rooms; work with the Associate Dean and conduct college space audits on a regular basis; seek out and collect relevant space information from all 11 departments, maintain records related to space allocations across all departments, and update these records over time. The incumbent will perform miscellaneous duties: contact Facilities Management for routine work requests; contact I&IT Help Desk to report problems within the college as needed; close classroom doors at the end of every week; add images using 4 Winds Interactive Program software for the Dean’s Office and Student Success Center televisions as needed; pull reports (class schedule, etc.) from Tableau to reference them in the day-to-day operations of the Dean’s Office and perform other duties as assigned.
High School diploma or its equivalent AND four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects. Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. Ability to draft and compose correspondence and standard reports; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.
Experience in the university environment; knowledge of university infrastructure, policies and procedures
A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits 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 covered veteran status.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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: http://dsa.cpp.edu/police/securityreport.asp
Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information. http://www.calstate.edu/EO/EO-1108.html
CONDITION OF EMPLOYMENT:
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. http://www.calstate.edu/eo/EO-1083.html