Cal Poly, San Luis Obispo
Administrative Support Coordinator II
Department: CAFES-Coll Ag Food& Env Sci (102500)
College/Division: CAFES-College of Agriculture, Food and Environmental Sciences
Salary Range: $3,115 - $5,161 per month
Position Description:
***THIS POSITION IS OPEN UNTIL FILLED***
The main purpose of this position is to provide administrative support to the Associate Deans and support the college in all academic affairs. The incumbent oversees the front office staff, coordinates and provides support to student recruitment, orientation programs, college committees, curriculum and program review, research, graduate programs, and program budgets. This position will interpret and apply the Retention, Promotion and Tenure procedures and provide accurate and appropriate information to the Dean, Associate Deans, Personnel Analyst, faculty, and staff, as required. Additionally this position provides indirect support to the College Dean and College management team.
This position provides a broad range of operational, procedural, and administrative support functions for the Associate Deans. Including, but not limited to, composition of correspondence, preparation of reports and presentations, research of information and statistics, review of documents for accuracy, screen phone calls, schedule meetings, maintain calendar, etc. Represent Associate Dean at meetings as needed. Plan events. Process travel documents and reimbursements; reconcile discretionary accounts and make expenditure projections. Assist with special projects, as needed.
This position provides direct and comprehensive administrative support and coordination for the Associate Deans. Provides administrative support for the college's undergraduate, graduate and research programs. This includes large-scale reports including researching, compiling information, and analyzing data from all nine departments in the college regarding: monitoring and summarizing program evaluation and review, summarizing college academic assessment reports of student learning outcomes, evaluation and monitoring of faculty workload and productivity, monitoring and developing student success reports including student retention and graduation rates, assessing student academic inquiries and refer to appropriate campus service, and interpreting and implementing CAFES and University policies and guidelines independently in support of the ten departmental programs. The incumbent serves as the first point of contact with the University for CAFES undergraduate or graduate programs and interprets University and College administrative procedures and policies for faculty, staff and students regarding student recruitment, retention, admissions, enrollment and orientation programs, and student advising ensuring compliance including the ability to troubleshoot most office administration problems and respond to all inquiries independently, using judgment and discretion to act when precedents do not exist.
Provide administrative support for college graduate program from student inquiries and admissions through students' attainment of Master's Degree, interpret and apply policies pertaining to eligibility for admission, compliance with academic requirements, composition of graduate committees, and fulfillment of all procedural steps graduate students must complete. Respond to frequent requests for information and clarification from faculty and students regarding program requirements and University policies governing graduate program. Administer graduate student financial support details including procurement, reimbursement and travel processes. Plan events in support of the graduate program, including thesis defenses. Manage and update graduate program web content. Represent program at various events.
The incumbent may serve as the lead to plan, organize, coordinate and execute multiple complex, campus-wide events for the College, with broad, visible impact that involves coordinating the ten departments within the college and coordination with other departments University wide.
The main purpose of this position is to provide administrative support to the Associate Deans and support the college in all academic affairs. The incumbent oversees the front office staff, coordinates and provides support to student recruitment, orientation programs, college committees, curriculum and program review, research, graduate programs, and program budgets. This position will interpret and apply the Retention, Promotion and Tenure procedures and provide accurate and appropriate information to the Dean, Associate Deans, Personnel Analyst, faculty, and staff, as required. Additionally this position provides indirect support to the College Dean and College management team.
This position provides a broad range of operational, procedural, and administrative support functions for the Associate Deans. Including, but not limited to, composition of correspondence, preparation of reports and presentations, research of information and statistics, review of documents for accuracy, screen phone calls, schedule meetings, maintain calendar, etc. Represent Associate Dean at meetings as needed. Plan events. Process travel documents and reimbursements; reconcile discretionary accounts and make expenditure projections. Assist with special projects, as needed.
This position provides direct and comprehensive administrative support and coordination for the Associate Deans. Provides administrative support for the college's undergraduate, graduate and research programs. This includes large-scale reports including researching, compiling information, and analyzing data from all nine departments in the college regarding: monitoring and summarizing program evaluation and review, summarizing college academic assessment reports of student learning outcomes, evaluation and monitoring of faculty workload and productivity, monitoring and developing student success reports including student retention and graduation rates, assessing student academic inquiries and refer to appropriate campus service, and interpreting and implementing CAFES and University policies and guidelines independently in support of the ten departmental programs. The incumbent serves as the first point of contact with the University for CAFES undergraduate or graduate programs and interprets University and College administrative procedures and policies for faculty, staff and students regarding student recruitment, retention, admissions, enrollment and orientation programs, and student advising ensuring compliance including the ability to troubleshoot most office administration problems and respond to all inquiries independently, using judgment and discretion to act when precedents do not exist.
Provide administrative support for college graduate program from student inquiries and admissions through students' attainment of Master's Degree, interpret and apply policies pertaining to eligibility for admission, compliance with academic requirements, composition of graduate committees, and fulfillment of all procedural steps graduate students must complete. Respond to frequent requests for information and clarification from faculty and students regarding program requirements and University policies governing graduate program. Administer graduate student financial support details including procurement, reimbursement and travel processes. Plan events in support of the graduate program, including thesis defenses. Manage and update graduate program web content. Represent program at various events.
The incumbent may serve as the lead to plan, organize, coordinate and execute multiple complex, campus-wide events for the College, with broad, visible impact that involves coordinating the ten departments within the college and coordination with other departments University wide.
Minimum Qualifications (Staff Only):
EDUCATION AND EXPERIENCE: High school diploma or its equivalent. Five years of general office support or technical experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience.)
LICENSES, CERTIFICATES, DEGREES, CREDENTIALS: Possession of a valid driver's license or the ability to obtain by date of hire.
LICENSES, CERTIFICATES, DEGREES, CREDENTIALS: Possession of a valid driver's license or the ability to obtain by date of hire.
Required Qualifications:
Preferred Qualifications:
Special Conditions:
***THIS POSITION IS OPEN UNTIL FILLED***
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).
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.
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
May be required to complete a Supplemental Employment Application Questionnaire, which contains questions pertaining to conviction history, and submit it when requested by Cal Poly. This disclosure is confidential and will not necessarily preclude applicants from employment.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.
For health and wellbeing, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
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.
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
May be required to complete a Supplemental Employment Application Questionnaire, which contains questions pertaining to conviction history, and submit it when requested by Cal Poly. This disclosure is confidential and will not necessarily preclude applicants from employment.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.
For health and wellbeing, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
Review Begin Date: 09-28-2017
Requisition Number: 104604
To Apply: All applicants must apply online at: https://www.calpolyjobs.org.
About Us
Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
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