Office Coordinator

Type of Appointment: Full-Time, Probationary
Job Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,058 to $4,668
Work Hours: Monday-Friday 8am-5pm

THE DEPARTMENT:
The Office of Academic Resources is within the Division of Academic Affairs. Academic Resources (AR) develops, communicates, and leads divisional processes for fiscal management of budgets, positions, and hiring plans, and provides training and consultative support in the full range of activities associated with all-funds and multi-year budgeting and financial management in Academic Affairs. AR collects, aggregates, analyzes, and reports information to support short- and long-range planning, assessment, analysis, and action in divisional activities including program development, strategic enrollment management, effective class scheduling, program/disciplinary accreditation and reviews, and grant applications and outcomes. The office engages in day-to-day consultation and collaboration with offices in other university divisions and is a key liaison in advancing divisional objectives. Academic Resources contributes to the success of the Cal Poly Pomona community in its areas of responsibility by providing proactive and professional leadership, mentoring, communication and advocacy. We take pride in responsive, ethical, high-quality work, performed in an environment of collaboration, creativity, courtesy and integrity.

DUTIES AND RESPONSIBILITIES:
Financial Document Processing: Enter documents submitted into a log file shared with the Provost's Office, review submitted documents for correctness based on campus and Foundation financial policies and practices, contact originating offices to advise on missing elements or other errors, forward to department budget analysts for fiscal review and then to Executive Director for approval or to provide a recommendation to the Provost, receive approved documents back from the Executive Director or Provost's Office and forward approved requests to the correct final destination on campus, track documents throughout this complex approval process to assure that everything submitted is correctly handled in a timely fashion. Provide information on fiscal document formats, requirements, and processing as needed to personnel throughout the division. Contact and coordinate with other offices involved in financial policy or that receive documents to clarify questions and receive processing updates as needed. Maintain knowledge of university travel policies and procedures, review travel information posted in Concur that requires Executive Director's approval. Contact travelers and provide detailed guidance on actions needed to remediate incorrect or incomplete travel documentation. Process professional travel arrangements and prepare reimbursement requests for office personnel, providing expertise to assure correct and timely documentation.
Office Communications Coordination: Assist office personnel in making appointments, meeting arrangements, and conference room reservations to support professional and coordinated operations; assist with meeting supplies, agendas, minutes, and/or refreshments as required for the specific activity. Coordinate the Executive Director's calendar usinq judgament to determine priorities, make adjustments, and respond to requests for availability. Assist in drafting and sending correspondence, gathering information from on and off-campus sources, completing and processing forms as required by the specific situation, and providing follow-up to facilitate efficient office operations. Answer office phone line and rolled calls from other office personnel to facilitate effective communication; take messages and respond to messages received when out of the office to support follow-up; read and respond to individual email, monitor and direct electronic communication received through the office email address to assure attention by the appropriate team member; distribute incoming mail, handle outgoing mail and communicate with distribution services to assure timely delivery; make document deliveries throughout campus as requested to meet business needs; greet and assist visitors to provide a positive impression of the office and the campus.
Classroom Furniture Coordination and Facility-Related Activities: Organize and assure the completion of regular inventory and replacement of instructional classroom furniture. Hire, train and supervise student assistants to complete field-work. Participate in developing the specifications for new or replacement furniture. Obtain vendor quotes and act as vendor liaison. Prepare purchase paperwork, coordinate the delivery and deployment of materials received. Act as point of contact for facility-related questions and maintenance issue reports.
Office Materials Coordination: Organize materials and maintain paper and electronic files so that materials can be easily located when needed; perform document scanning and archiving to reduce storage needs; maintain stock of necessary supplies, coordinate and prepare orders and follow-up on supplies and equipment purchases; check copier/printer supplies daily and refill as needed, monitor machine performance and coordinate maintenance and repair. Represent the office in business continuity activities and maintain necessary items so that the office is appropriately ready; fill out and regularly submit safety check forms to meet university requirements; complete required safety training. Pick up student assistant paychecks for multiple offices, deliver to those offices as coordinated, assure appropriate storage if necessary, and accessibility when students come to collect these documents; pick up and distribute employee paychecks within the office according to defined procedures.
Website Updates: Make updates to the Academic Resources website, based on information provided by the Executive Director and department budget analysts. Coordinate with ASI Financial Services and the Executive Director to make annual updates to the university Instructionally Related Activities website, which is a communication platform for the university committee co-chaired by the Executive Director.
Office Team Participation: Participate in improving the functioning of the office, using a working knowledge of current processes and needs as a foundation for proposing creative approaches as a member of the Academic Resources team.

QUALIFICATIONS:
High School Diploma/GED -
DL NUMBER - Driver License, Valid and in State
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; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.

PREFERRED EXPERIENCE:
Experience to be fully functional in all technical aspects of work assignments.
Demonstrated experience with coordinating communications with multiple other offices as part of a complex process and ability to organize files and information.
Experience with telephone, email and calendar management.
Skill in the use of Microsoft Office and Adobe document processing.
Working knowledge of budget policies and procedures.
Knowledge of campus administrative processes, Ability to effectively use campus resources to acquire needed information, to use information sources on the internet, and to contact outside organizations or vendors as appropriate.
The ability to communicate clearly orally and in writing Ability to handle multiple projects and priorities, and to react to changing priorities without notice.
Demonstrated ability to use judgment and discretion, especially in dealing with sensitive information and situations which are of great importance to a variety of stakeholders. Ability to enhance and thrive within a diverse campus community.

Equity, Diversity, and Inclusion
At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success. ?
We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched theBlack Thriving Initiativerecognizing that Cal Poly Pomona's future as a university must be linked to the success of its Black community.
More information about our campus initiatives can be found on the Office of Inclusive Excellence'swebsite.

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 https://calstate.policystat.com/policy/10899725/latest/ .

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 https://calstate.policystat.com/policy/13813878/latest/ .

CSU Classification Salary Range
This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site:https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $4,058 and maximum $6,653 per month. Please refer back 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 https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

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 ******. For more information, go toEmployment 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.