Type of Appointment: Full Time, Probationary
Job Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,367 - $4,634 per month
Work Schedule: Monday - Friday 8:00 AM - 5:00 PM
THE DEPARTMENT:
The Department of Animal & Veterinary Sciences is an academic department within the College of Agriculture. The function of the department is to educate students in a timely manner with specific knowledge and skills. The department offers two Bachelor of Science degrees; one in Animal Science, which has two options (Pre-vet, and Animal Industry). The Other Major is Animal Health Sciences with a Veterinary Technician track. The department also supports a graduate program in Animal Science.
DUTIES AND RESPONSIBILITIES:
- Coordinates all aspects related to the typing of reports, syllabi, tests, correspondence, creating databases and spreadsheets with technical data for analysis of faculty Weighted Teaching Units and Faculty Teaching Equivalents.
- Preparation of all payment requests, reimbursements, travel claims and scholarships for both State and Foundation accounts.
- Coordination of office space, working phone extensions, email, Bronco Direct access and keys for new hires.
- Deciphering of student academic problems for a culturally diverse student body and keeping students and faculty informed of curriculum changes with current compliances to departmental, college, and university policy and procedure.
- Referral of appropriate paperwork (e-forms) needed for the desired outcome, e.g., Change of Major, Declaring Minor, Change of Option, Leave of Absence, Grade Changes, General Academic Petition, etc.
- Clarification of Programs to the interested public, including information on registration deadlines, admission application requirements, transfer of community college credits, course equivalents, complexity and duration of programs and comparison of programs to other universities.
- Use of Peoplesoft/ Bronco Direct for building the quarterly class schedule, making changes to the schedule, printing of class rosters and faculty schedules, creating course permission numbers and trouble-shooting student registration problems.
- Updating communication networks (Canvas and website).
- Assuring new hires (staff and faculty) have appropriate paperwork to initiate access to the system.
- Educating faculty to the changing manipulation techniques required to successfully use the software system.
- Research data files to obtain departmental student information pertinent to the departmental programs and reports.
- The maintenance of all personnel files (Faculty, Lecturers, Staff and Student Assistants), student advising records. Maintaining/ monitoring Foundation, State and grant accounts (Instructional and Farm; Livestock operations, Discretionary, Scholarships).
- Administers scholarships, reconciles statements and researches discrepancies.
- Provides account analysis for the department chair and grant accounts for principal investigators.
- Researches previous year's departmental budget plans and recommends spending limits.
- Responsible for inventory and ordering of specialized supplies for office, laboratories and the farm units and equipment for the department.
- Organizes new faculty candidate campus visits, accommodations and reimbursements.
- Compiles, retrieves and stores data for faculty and student evaluations, and academic program and accreditation reviews.
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 in an academic environment
- Ability to work independently
- Knowledge of office procedures
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.
Education Code 89521 Requirements
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
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 $4,367 and maximum $6,362 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.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety 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 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 [email protected]. 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.
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.
