Administrative Manager | Cal Poly Pomona
Location
Pomona, CA | United States
Job description
Administrative Manager Job No: 535252
Work Type: Management (MPP)
Location: Pomona
Categories: MPP, Administrative, At-Will, Full Time, On-site (work in-person at business location)
Type of Appointment : Full-Time, Management Personnel Plan (MPP I)
Anticipated Hiring Amount: $90,000 - $108,000 annually (Commensurate with qualifications and experience)
Benefits Include: (15) Paid Holidays, (24) Vacation Days, CSU Benefits Summary
Work Hours : Monday - Friday 8:00am-5:00pm
Other: First consideration will be given to internal candidates.
THE DEPARTMENT Facilities Planning and Management (FP&M) serves as the lead organization for planning, developing, and maintaining the campus natural and built environments in support of the university's mission. The department seeks to preserve and enhance CPP's history, aesthetics, physical assets, and natural ecosystems through coordinated planning, design, and construction of buildings, roads, infrastructure, landscaping, and other physical improvements. As an advocate on behalf of the university and its auxiliaries, FPM strives to provide facilities that meet scope, budget, operational needs, and functional requirements. FPM is comprised of approximately 200 facilities professionals (FTE) that also provides maintenance services including custodial services, landscaping, recycling, building and mechanical trades, energy and utility management, fleet, and auto services. The workforce is culturally diverse and multilingual. Its composition includes full time staff throughout FPM who are also earning their degrees and many whom have graduated from Cal Poly Pomona. The staff includes licensed architects and engineers, accountants, planners, project managers, administrative staff, carpenters, plumbers, locksmiths, painters, electricians, landscape architects, computer technicians, custodians and other building and mechanical trade technicians.
DUTIES AND RESPONSIBILITIES - Plans, directs and coordinates the day-to-day administrative operations and general workflow for Facilities Planning & Management.
- Oversees the administration system, human resources, payroll and communications functions of FPM and the administrative support staff.
- Works closely with management to determine administrative support needs and allocates duties among administrative support staff. Monitors various department support needs and ensures coverage and consistency in administrative support. This includes developing and maintaining processes, policies, and procedures, producing training materials, and establishing effective communication and coordination practices.
- Reviews administrative process with a continuous improvement lens and works with administrative support staff to document processes.
- Performs complex tasks, assignments, projects and plans, coordinates and assists in the planning and directing of specific departmental activities.
- Uses sound judgement and exercises tact when handling issues or concerns related to FPM activities.
- Regularly communicates with the IT department on software/programs used, data security and access matter and ensures updates/changes are communicated to internal staff.
- Accept and complete the more complex and/or non-routine tasks in Fiscal Administration and understand how these tasks fit into and support the larger organizational needs. Tasks include: research budget variances, consult with University Accounting Services, resolve financial discrepancies, assign proper chart field strings on requisitions and billing documents, perform basic queries in Tableau and Peoplesoft.
- Responsible for monitoring Administration department budgets and budget planning, authorization of financial and business transactions, and budget and expenditure analysis.
- Assists with FPM financial documents, annual budgets, expenditure analyses, operational reports, funding requests and ad hoc department presentations and reports. The incumbent works closely with leadership to evaluate operational priorities and assists in ensuring fiscal resources are aligned with operational needs.
- Provides FPM management guidance or assistance on matters relating to staff salaries, budgets, and resource allocation, including new employees, stipends, temporary assignments, reclassifications and/or reassignment requests.
- Provides guidance to staff on funding sources throughout the fiscal year and monitors, reviews and approves expenditures and reimbursements.
- Applies a 'team leader/coach' approach, with a service-oriented win-win attitude, strong technical skills, and communication skills, both written and oral. Promotes and projects a positive attitude, a quality customer service philosophy in the department, and leads by example.
- Provides direction and supervision to approximately six employees by building competence through effecting coaching, performance management and mentoring. Creates an environment in which employees are recognized for their accomplishments and contributions to the success of the FPM team.
- Conducts performance appraisals and assures that department evaluations and feedback are uniform and consistent with university and department goals.
- Reassesses or redefines priorities as appropriate to achieve staff performance objectives.
- Provides technical assistance and guidance and ensures staff is trained in department processes and procedures for continuous workflow. Consults with management and SAVP on process improvements to adopt streamlined work procedures and collaborates on department best in class's business processes
- Provides operational guidance and support to FPM with a focus on strategic change management, continuously improving the efficiency and effectiveness of services internally within Facilities and externally to campus constituents. Carries out multiple tasks related to different departments and issues occurring simultaneously, collaborates with various departments on campus to collect data related to events and works well with non-university constituents providing analysis and suggestions to functions related to licensed events.
- Works independently and exercises tact when handling issues or concerns related to vendors, licensed contracts, and outside entities.
- Provides direction on FPM communications to the campus and works closely with management.
- Serves as the liaison to various departments and colleges within the University; communicates with internal and external contacts on behalf of FPM.
- Prepare, and organize documents, reports, and presentations, meetings to high level professional standards. These tasks include but are not limited to memorandum, transmittals, communications, annual reports, technical studies, and other project related information, CSU Capital Program forms and reports, warranty administration documents and retrievals, regulatory compliance documents.
- Stay up to date and informed on a broad range of departmental goals, initiatives, CSU policies, regulations, and procedures. The incumbent will analyze administrative issues that require interpretation of CSU policies and campus procedures and determine solutions.
QUALIFICATIONS - Bachelor's degree in communications, Business or Public Administration or equivalent relevant work experience (5 years).
- Valid California Driver's License and insurance.
- Minimum three years of progressively responsible analytical and administrative experience, preferably within in university business environment.
The incumbent must have excellent interpersonal skills, superior writing skills, and the ability to present informational matter to all levels of staff and management in the campus community. Familiarity with higher education facilities planning central office perspective and administrative policies. The individual should demonstrate the ability to act independently in alignment with FP&M's strategy map.
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 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 $3,750 and maximum $11,146 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 .
Outside Employment Disclosure Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager's request. For more information, go to .
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 .
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: January 29, 2024 (9:00 AM) Pacific Daylight Time
Applications close: February 12, 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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