Department Coordinator | Cal Poly Pomona
Location
Pomona, CA | United States
Job description
Department Coordinator Job No: 535578
Work Type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)
Type of Appointment : Full-Time, Probationary
Collective Bargaining Unit : California State University Employees Union (CSUEU) - Unit 7
Job Classification : Administrative Support Coordinator II
Anticipated Hiring Range : $3,681 - $4,429 per month
Work Hours : Monday - Friday 8:00 am - 5:00 pm
THE DEPARTMENT Within the Sociology major there are three options offered: General Sociology, Criminology, and Social Work. The department also offers minors in Sociology and Criminal Justice. The department has over 1,000 majors. There are 13 full-time faculty and approximately 20 part-time faculty. The department maintains all students' working files, fields, and directs faculty, staff, and student inquiries, and maintains all records related to the department's operation.
DUTIES AND RESPONSIBILITIES - Represent the department-greet, assist, and direct students, faculty, or administrators who contact the office; answer phones, respond to emails, and if necessary, forward to proper personnel; direct students to the proper sources for information about course offerings, add/drop policies, catalog requirements, rules, and regulations.
- Provide students with proper procedures to file petitions, graduation forms, and other documents needed to complete their objectives; use problem-solving techniques to facilitate the navigation of students through the system.
- Assist students during registration and provide permission numbers when needed. In addition, provide administrative support to the faculty advisor program.
- Provide administrative support to the department chair and faculty in the operations and functions of the department, anticipate and communicate departmental needs; develop and maintain a comprehensive and detailed knowledge of the university infrastructure, policies, and procedures; maintain continuity with these and department policies and procedures and communicate them when needed; interpret and apply these policies and procedures independently and use judgment and discretion to act when precedents do not exist.
- Oversee, with the department chair, the general operation of the department. I.E. review correspondence, reports, requests, etc; anticipate and troubleshoot the impact of office administration problems and solutions on other areas, and respond to all inquiries and requests related to work area; analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
- Train any new faculty, staff, or student assistants who may join the department on departmental processes; assign new faculty to offices and prepare offices (painting, new furniture, etc.) when they change hands, if needed; maintain assigned office inventory and maintain expertise in using office software packages, technology, and systems.
- Prepare all office hours, schedules, and related term by term information; upon request, provide information relating to office hours, office locations, and office phone numbers; work with various committee chairs and faculty advisors to provide continuity and background on the various activities associated with each one's responsibilities, including department assessment and recruitment efforts; effectively handle interpersonal interactions at all levels, and handle highly sensitive interpersonal situations: If needed, use negotiation and persuasion skills to achieve results and expedite projects.
- Work independently, making decisions on day-to-day operations, interpreting specialized policies and procedures, and prioritizing multiple work unit projects; solve a broad range of operational and procedural office and administrative problems that may require additional research, analysis and evaluation; ingenuity in developing solutions to the above is required.
- Support faculty searches by initiating advertising and coordinating interview schedules of candidates with faculty, dean, and other personnel; prepare and submit travel expense forms for all candidates; collect and prepare all necessary documents for candidates' reimbursements.
- Monitor and meet document deadlines imposed by the college and university.
- Assist department chair with all operating budget processes; prepare fiscal reports on a monthly basis; develop and maintain accounting and other record-keeping procedures for all operating accounts associated with both the state and foundation sides; perform business math, analyze budgetary data, and make accurate projections based upon inference.
- Monitor financial dashboard for balances and improper charges; follow-up on receiving proper credits; work with the department chair to stay informed of products and services needed by the department; prepare all purchase requisitions and other expense forms for the department. Initiate and renew equipment maintenance contracts; prepare direct pays and other types of reimbursements to faculty for professional development and other related expenses.
- Responsible for department purchase card(s) and monthly reconciliation of p-card statement(s).
- Assist with scholarship accounts. Under the direction of the department chair, fill out scholarship forms and monitor account balances.
- Review all department travel requests and expense claims for accuracy via university travel database (Concur) while providing guidance on travel policies and procedures when needed.
- Work with the department scheduler and the college scheduler on class scheduling; make scheduling suggestions; assist with schedule programming; key in and update schedule; and assist department chair by updating spreadsheets that indicate courses and FTES taught and lecturer dollars spent.
- Assist with part-time staffing of various classes; assist with tracking number of WTUs taught by part-time faculty term-by-term; assist with contacting part-time faculty and arranging interviews; work with the college contract analyst and collect all necessary paperwork to help facilitate the hiring process; create and revise lecturer appointment memos as needed.
- Responsible for providing an accurate report of all courses taught in the department and provide this report to the department chair and the Dean of C.L.A.S.S., if requested; this report is instrumental, as this information is compiled along with other majors within the college to see if the department is on track with the total FTE goal of the department; keep detailed records on all faculty assigned time, reassigned time, grants, and contracts.
- In consultation with the chair, review and submit the Faculty Assignments by Department (FAD) every term.
- Process and distribute mail and deliveries.
- Maintain all departmental unofficial personnel files.
- Help plan and coordinate special departmental-related events for students and faculty and secure rooms and spaces when needed.
- Maintain department files related to syllabi.
- Provide assistance to faculty with textbook requisitions; track and remind faculty members to submit by the deadline given.
- Oversee health and safety inspections.
- Maintain supplies and inventory.
- Assist with maintaining electronic records of student evaluations if needed.
- Attend university training regarding any changes in related/relevant policies, systems, software's and procedures.
- Responsible for calling in and submitting work orders to Facilities, Planning, and Management.
- Manage Part-time Faculty Clearance forms and update key inventory and fill out key request forms.
- Work with asset management to complete the annual inventory.
- Assist with updating department web pages, bulletin boards, and digital displays.
- Act as the department person for picking up paychecks from the Dean's Office each month on payday and distributing them to department personnel. Respond to email inquiries about paycheck distribution, and mail checks if necessary. Work with the Paycheck Coordinator in the Dean's Office for any questions, or for any additional instructions that may be necessary as procedures may change.
QUALIFICATIONS - High School diploma or its equivalent AND 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.
- Understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
- Analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
- Perform business math, analyze budgetary data, and make accurate projections requiring some inference.
- Effectively write and present own reports.
- Effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
- Use negotiation and persuasion skills to achieve results and expedite projects.
PREFERRED EXPERIENCE - Additional years of work experience in a broader range of operational and procedural environment and/or in a higher education environment.
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 .
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 .
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 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 $3,681 and maximum $6,034 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 to .
Security & Fire Safety 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), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: and .
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 Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .
Other Notices For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.
Advertised: February 06, 2024 (9:00 AM) Pacific Daylight Time
Applications close: February 20, 2024 (11:55 PM)
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About Cal Poly Pomona
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.
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