Dean'S Office Asc

Type of Appointment: Full-Time, ProbationaryCollective Bargaining Unit: California State University Employees Union – Unit 7Job Classification: Administrative Support CoordinatorAnticipated Hiring Amount:$3,687 - $4,173 per monthWork Hours: Monday – Friday 8:00 am-5:00 pmTHE DEPARTMENTThe Dean's Office in the Huntley College of Agriculture is responsible for the administration of educational and support programs in the college, including the University's farm laboratories, the W. K. Kellogg Arabian Horse Center, and AGRlscapes.DUTIES AND RESPONSIBILITIESAssist the Dean and Associate Dean as directed, including but not limited to assistance with documentation, administrative tasks, projects, and travel bookings; scheduling meetings; maintaining the Associate Dean's calendar; create and process any student documents and forms that require a signature; assisting with downloading and formatting college or university data for presentation. Assist with planning and implementation of college activities and events, for example, Commencement, Fall Conference, Dean's Advisory Council, and Preview Night. Arrange for food and other services to support College or Dean's Office events and meetings as the Dean and Associate Dean require.Provide general administrative support to the Dean's office, including greeting/ screening visitors and phone calls, responding to inquiries and redirecting as needed; sorting/distributing mail. Support other Dean's office personnel as needed. Assist with hiring and supervision of student assistants. Serve as the contact person for and maintain logs for college guest parking passes. Collaborate with the communications specialist to update the college faculty/staff directory and assist with college Canvas sites or websites, as directed. Supervise collection and distribution of college payroll. Assist with college awards and scholarship activities. Assist with travel approvals through Concur. Assist with procurement of office supplies and services from internal or external vendors, including for college events on or off campus. Manage the inventory of office supplies in the Dean's Office.Serve as the college coordinator for class and room scheduling: responsible for scheduling classes/events in all rooms assigned to Huntley College, using assigned spaces as effectively as possible; serve as the contact for scheduling meetings in the conference room. Assign rooms for thesis presentations and seminars and other events; represent the college at university-wide meetings/training workshops related to scheduling; provide backup for class scheduling for ASC l's in the college departments, as needed; schedule the mobile computer cart in conjunction with classroom activities and orientation activities in building 2.Provide administrative support for equipment and facilities, including training faculty/staff/students as needed on the use of the college photocopiers; assigning user codes; reporting copier use to vendor; maintaining the log of copies made by each user; call for service when needed and maintain a log of service required; refill w/paper, toner, staples and order additional supplies as needed; provide an annual report on copier use and cost to the Dean and Associate Dean; maintain logs for laptop computers/projectors available for use by students, faculty, and staff; ensure all laptops are fully charged for classroom use; locking of classrooms each evening; supervise use of the college van, including maintenance needs.Assist with preparing unique customized reports from various databases, including Foundation, CPP, and CSU databases, California and US government agencies, and other state and national organizations.Assist with preparing college survey questionnaires and gathering, compiling, and presenting CSU and CPP data in tabular, graphic, and pictorial form as requested by the Associate Dean and Dean.Annually conduct and maintain the inventory of Huntley College space in all buildings, open space, pasture, and other farmland. Provide support to the Director of Research and Graduate Studies on space allocation.Provide routine support and backup coverage for other administrative support roles in the college, including academic departments and the recruitment and retention office.Provide training on CPP systems and processes for newly hired ASC I's to support their onboarding and orientation.QUALIFICATIONSHigh School diploma or its equivalentFive (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 QualificationsBachelor's degree or vocational school/college training.Ability to learn quickly and to work independently or as a member of a team; ability to focus in spite of distractions; ability to maintain confidentiality.Strong oral and written communication skills.Strong problem-solving skills.Ability to work independently and multi-task.Ability to organize/prioritize work.Ability to use standard office equipment, organizational information technology systems, and software packages including Microsoft Office suite, enterprise information systems, and specialist scheduling systems such as 25 Live.Ability to work independently and in a team. Ability to establish and maintain cooperative working relationships.Out of State WorkThe 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 Background CheckCal 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 .Employment Eligibility VerificationCal 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 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 & Fire SafetyIn 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: and Transparency NondiscriminationAs 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 .CSU ClassificationThis position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, The CSU Salary Schedule is located on the following site: . The classification salary range for this position according to the respective skill level is minimum $3,687 and maximum $6,034 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.Reasonable AccommodationWe 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 ******. More information is available at: Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status. More information is available at: and at .Other NoticesFor other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.