Career Center

Administrative Assistant to Student Engagement Leadership & Success

Job No: 514146
Work Type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Type of Appointment: Full-time, probationary

Collective Bargaining Unit: CSUEU - Unit 9

Job Classification: Administrative Analyst/ Specialist - Non-Exempt

Classification Salary Range: $3,288 - $6,347 per month

Anticipated Hiring Range: $3,288 - $4,338 per month

Work Hours: Monday - Friday, 8am - 5pm, unless notified otherwise

Recruitment Closing Date: May 26, 2022

THE DEPARTMENT

The Student Engagement Leadership & Success department empowers students towards success through involvement in co-curricular engagement, pathways, and leadership development initiatives. Recognizing that student involvement results in improved academic performance, persistence, and an increased sense of belonging, Student Engagement Leadership & Success seeks to engage our diverse student population through intentional and transformative culturally relevant programs, services, and events. We advocate and empower students toward co-curricular experiences that encourage self-discovery and prepare them for life after college.

DUTIES AND RESPONSIBILITIES

Administrative Analyst Responsibilities

• Provide primary administrative support to the Student Engagement Leadership & Success department including supporting the Director, Associate Director, Clubs & Organizations, Leadership. Development, Fraternity & Sorority Life, and Campus Scheduling.
• Provide lead the work direction to the student assistant staff assigned to the department main desk.
• Develop and implement new operational procedures for the department, including but not limited to budget preparation, travel, purchasing credit card system, etc. Investigate and evaluate administrative processes, prepare reports of findings, and recommend effective courses of action to the Director.
• Initiate, monitor, and maintain critical timelines to ensure effective planning and distribution of reports to include, but not limited to, the budget process, annual reports, personnel evaluations, PBSI merit increases, critical dates and campus events.
• Share in the responsibility for the completion of small and large-scale projects required by the Director.
• Researches and prepares reports on budget matters, office operations, and related matters.
• Ensure that office supplies, forms and other materials are ordered, received, distributed, and stored properly. Coordinate the purchase and installation of new department equipment when needed. Maintain records and inventories of supplies, forms, and materials.
• Answer questions and respond to situation in which judgement, knowledge interpretations and diplomacy are critical in dealing with administrators, faculty, students' confidential information and files.
• As appropriate, represent the Director on university committees, sit on search committees as requested by the Director. Research, analyze, and follow up on action items that result from these meetings. Make recommendations on findings as necessary to Director.
• Create, maintain, and annually archive departmental files. Maintain, use, and communicate extensive knowledge of State, CSU, and Cal Poly Pomona policies and procedures based on precedent situations and experience as they relate to the mission and purpose of the Office of Student Life.
• Establish and maintain effective and cooperative working relationships with staff, students, management, faculty, and other departments and organizations on and off campus.

Payroll & Fiscal Responsibilities

• Serve as the department's payroll timekeeper for permanent and temporary staff and student assistants.
• In consultation with the Director, conduct annual forecasting of budget needs and prepare budget projections.
• Provide guidance for tracking information related to budget for all departments within the Student Engagement Leadership & Success department. Work closely and cooperatively with the assigned budget analyst to ensure effective fiscal management and control of funds.

Scheduling & Reservations

• Serve as the secondary 25 Live scheduler for on campus events for student clubs & organizations, staff, and faculty. Maintains records of scheduling forms and supporting documents as needed.
• Work collaboratively with campus schedulers to approve reservations and address concerns as needed.
• Serves as the departmental liaison to the university Police Department, Parking and Transportation Services, Risk Management and Facilities Management. Refers off campus inquiries for special events to the licensing office.
• Review student organization travel requests and ensure compliance with travel documentation in the absence of the primary scheduler.

Office Support Responsibilities

• Serve as department Office Coordinator. Provide indirect support to all student assistants in the Office of Student Life.
• Prepare and conduct annual evaluations of professional support staff.
• Maintain a high level of customer service and satisfaction with the diverse needs of the students who come to the office. Demonstrate on-going understanding and appreciation of diversity and to meeting the needs of a multicultural university.
• Schedule appointments as necessary and arranging times, location, and agendas for meetings, retreats, conferences, and workshops. Represents the Director of Office of Student Life when communicating with university administrative offices.
• Maintain a strong level of computing skills, including attendance at ongoing training sessions to enhance current skills. Handle all confidential and routine correspondence, screens mail, prepare drafts of correspondence, maintain calendar of priority items; prepare reports; maintain files/reports. Draft memos, reminders and other correspondence as necessary for the Director. Provide office coverage during staff vacations, meetings, and absences.
• Serve as the building monitor for emergency operations.

Publications/Outreach/Additional Responsibilities

• Engage in programs and activities that outreach to the campus and the community. Assist with promotion and implementation of all Office of Student Life education and training programs
• Assist with other programs offered by the cluster, and as appropriate, Student Affairs Committees, and/or task forces as assigned. Serve as a contributing member to campus committees and associations as appropriate or determined by the Director.
• Coordinate information exchange between the Office of Student Life and campus partners for the Director.
• Participate in professional development activities in the Office of Student Life, including staff meetings, cluster and division meetings, retreats, and in-service training sessions.

Other Duties as Assigned

• Maintain the highest level of customer service and satisfaction with the diverse needs of the students, staff and public who conduct business with the Office. Demonstrate on-going understanding and sensitivity to cultural diversity and to meeting the needs of a multicultural staff and student body.
• Maintain a strong level of written and verbal communication skill. Communicate in a manner that demonstrates extreme sensitivity, compassion, and understanding.
• Practice the divisional purpose, values and priorities as identified by the Division of Student Affairs.

QUALIFICATIONS

• Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge

of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures. Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment. Ability to compile, write, and present reports related to program or administrative specialty. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

PREFERRED EXPERIENCE

Demonstrative ability to take initiative on projects. Demonstrated ability to work with a diverse campus

population. Exceptional interpersonal skills.

Typical nature of work assignments:

• Performance of a variety of administrative, technical and analytical duties of limited to moderate complexity and/or day-to-day administration of a program within an organizational unit under general supervision. Work activities relate primarily to operations and procedures.
• Work is usually limited to immediate organizational unit, but may coordinate projects within or with other units. Assignments require handling of multiple work priorities and accountability for own work results.
• Assignments regularly require the use of independent judgment to make decisions, interpret, and apply a wide range of policies and procedures related to the program area and/or administrative specialties. Standard procedures and practices are followed.
• A wide range of administrative problems related to day-to-day work unit and program operations will require solutions. Precedents may often be relied on to determine appropriate solutions.
• Typically, the work requires limited innovation, but some ingenuity may be used to meet new needs.
• The work focuses primarily on own work assignments and projects, rather than lead work direction. However, duties may include overseeing clerical operations and providing lead direction to support staff.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current Cal Poly Pomona employee who was conditionally offered the position. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.

I-9

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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.



Child Abuse/Neglect Reporting Act (CANRA) (Include this verbiage when the position being recruited has been designated as a Mandated Reporter)

The person holding this position is considered a 'mandated reporter