Cal Poly, San Luis Obispo
Administrative Support Coordinator I - 11/12
Department: CSM-Statistics (115300)
College/Division: CSM-College of Science & Math
Salary Range: $2,609 - $4,234 per month.
Position Description:
***THIS POSITION IS OPEN UNTIL FILLED***
The primary purpose of the Administrative Support Coordinator is to provide full-scope administrative support/assistance to the department chair and faculty members, and to provide direction to students who have interactions with the Statistics Department.
The Administrative Support Coordinator provides guidance and review to ensure the department's adherence to department, college, and university guidelines for all administrative procedures. The department chair serves an elected three-year term, requiring that the Administrative Support Coordinator provides continuity in processes to a variety of policies and procedures. The Administrative Support Coordinator is often the only person in the department with experience and knowledge of precedence and procedure and must be able to work independently under general supervision. This position is the primary administrative support position in the office and therefore performs the full scope of administrative support assistance to the department.
The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:
Department Administration - Provide scheduling, enrollment and curriculum support; coordinate daily operations of the department office; effectively handle sensitive interpersonal situations with parents, students, faculty, staff and administration. Event planning for special events such as guest speakers, Open House, Commencement, Awards, Year End Social and special conferences. Support STAT Lab and STAT Studio by assigning keys, scheduling on calendar, addressing facility issues. Work with bookstore to adopt books for courses quarterly and arrange for books be put on reserve at library; Provide lead work to student assistants and administrative support assistant positions as needed.
Budget - Oversee, maintain and reconcile ~5 budget accounts; research and resolve discrepancies with fiscal offices; budget analysis and projections to assist Department Chair; design and implement mechanisms to track expenditures; review master payroll certification assuring correctness and approve when requested; track and monitor student payroll; prepare budget report for year end to distribute at department retreat.
Personnel - Coordinate recruitment process for full and part time faculty; establish and monitor application process; arrange travel and lodging for candidates; coordinate activities pertaining to Retention, Promotion and Tenure (RPT), post tenure review and evaluations of faculty; coordinate quarterly distribution of applications for graders and TA and tutor positions; communicate with each student regarding position and requirements for completion of hiring.
Student Services - Serve as liaison for STAT majors, other non-STAT majors and faculty interpreting university, college and department policies and procedures ; apprise students of policies and procedures and requested; disseminate information via email, correspondence, posting notices, and/or in person.
Facilities - Liaison between department and Facilities Services.
Technology - Maintain/edit department website with images, faculty/staff information, such as office hours, consulting, etc.
The primary purpose of the Administrative Support Coordinator is to provide full-scope administrative support/assistance to the department chair and faculty members, and to provide direction to students who have interactions with the Statistics Department.
The Administrative Support Coordinator provides guidance and review to ensure the department's adherence to department, college, and university guidelines for all administrative procedures. The department chair serves an elected three-year term, requiring that the Administrative Support Coordinator provides continuity in processes to a variety of policies and procedures. The Administrative Support Coordinator is often the only person in the department with experience and knowledge of precedence and procedure and must be able to work independently under general supervision. This position is the primary administrative support position in the office and therefore performs the full scope of administrative support assistance to the department.
The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:
Department Administration - Provide scheduling, enrollment and curriculum support; coordinate daily operations of the department office; effectively handle sensitive interpersonal situations with parents, students, faculty, staff and administration. Event planning for special events such as guest speakers, Open House, Commencement, Awards, Year End Social and special conferences. Support STAT Lab and STAT Studio by assigning keys, scheduling on calendar, addressing facility issues. Work with bookstore to adopt books for courses quarterly and arrange for books be put on reserve at library; Provide lead work to student assistants and administrative support assistant positions as needed.
Budget - Oversee, maintain and reconcile ~5 budget accounts; research and resolve discrepancies with fiscal offices; budget analysis and projections to assist Department Chair; design and implement mechanisms to track expenditures; review master payroll certification assuring correctness and approve when requested; track and monitor student payroll; prepare budget report for year end to distribute at department retreat.
Personnel - Coordinate recruitment process for full and part time faculty; establish and monitor application process; arrange travel and lodging for candidates; coordinate activities pertaining to Retention, Promotion and Tenure (RPT), post tenure review and evaluations of faculty; coordinate quarterly distribution of applications for graders and TA and tutor positions; communicate with each student regarding position and requirements for completion of hiring.
Student Services - Serve as liaison for STAT majors, other non-STAT majors and faculty interpreting university, college and department policies and procedures ; apprise students of policies and procedures and requested; disseminate information via email, correspondence, posting notices, and/or in person.
Facilities - Liaison between department and Facilities Services.
Technology - Maintain/edit department website with images, faculty/staff information, such as office hours, consulting, etc.
Minimum Qualifications (Staff Only):
High school diploma or its equivalent. Type 45 wpm. Four 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)
Required Qualifications:
Preferred Qualifications:
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
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.
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.
This position classification has been defined as non-exempt and is submit to overtime provisions of the Fair Labor Standards Act (FLSA).
This position is paid under the 11/12 pay plan, where salary for 11 months is distributed over 12 months with July off (with pay, benefits, and vacation/sick leave accrual continuing through months off).
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.
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.
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.
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.
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.
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.
Review Begin Date: 04-27-2017
Requisition Number: 104441
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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