Job Description

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union - Unit 7

Job Classification: Administrative Support Coordinator

Classification Salary Range: $3,505 - $5,508 per month

Anticipated Hiring Amount: $3,505 - $3,700 per month

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

Recruitment Closing Date: September 6th, 2023

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 troubleshooting 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. Research 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 or its equivalent
• 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 effectively handle a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

Preferred Qualifications

• Experience using organizational information systems, such as Peoplesoft.
• Four years of progressively responsible general office administrative experience.
• Experience in an academic environment
• Ability to work independently.
• Knowledge of office procedures

COVID-19 Vaccination

Individuals who access in-person on- or off-campus University programs or activities are strongly recommended to follow the COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention and the California Department of Public Health and to follow any campus safety measures that may be recommended or required by Cal Poly Pomona to decrease the likelihood of COVID-19 transmission or illness and allow the core mission and activities of the campus to continue. The complete text of the policy may be viewed at .

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/.

Background Check

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.

I-9

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.

Child 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 https://calstate.policystat.com/v2/policy/10927154/latest/.

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

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.

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. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

EEO

Cal 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: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.

Advertised: Aug 22 2023 Pacific Daylight Time
Applications close: Sep 06 2023 Pacific Daylight Time

California State University