Job No: 507123 Work Type: Staff Location: Pomona Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union - Unit 7
Job Classification: Administrative Support Coordinator I
Classification Salary Range: $3,064 - $5,148 per month
Anticipated hiring range: $3,064 - $3,829 per month
Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.
Recruitment Closing Date: December 8, 2021
Outreach, Recruitment & Educational Partnerships (OREP) is responsible for outreach and recruitment of prospective domestic undergraduate students and plays a key role in enrollment planning and reporting. OREP is charged with promoting the image of the University, its programs and uniqueness, attracting and recruiting a diverse and high achieving pool of applicants; developing relationships and collaborations with campus external and internal constituents; and, providing timely, accurate and comprehensive services to students and campus through point of inquiry and enrollment.
OREP provides dedicated quality outreach and recruitment programs and strategic communication to prospective students, schools and community organizations and the delivery of student services that support recruitment, college readiness, and persistence. Programs include domestic undergraduate outreach, out-of-state recruitment, and campus tour programs. OREP reports to the Presidential Associate for Community & Campus Partnerships & Student Experience in the Office of the President.
DUTIES AND RESPONSIBILITIES
Student Assistant Scheduling & Event Staffing
Coordinate schedules of 35 student assistants for Campus Tours, Group Tours, VIP Tours, Specialized Tours, outreach/yield events, and OREP Office Support.
Create, maintain, and update files pertaining to student assistant availability, time-off requests, demographic information, training, and DMV Pull Notification Program files.
Day-to-day student assistant schedule management to ensure student assistant shift times are correctly reflective of the student assistant work hours and anticipate any last minute day-of changes due to student assistant call outs or tour requests.
Approve and deny student assistant shift trades and time off-requests and ensures enough coverage of student assistant for day-to-day operation.
Communicate any gaps in student assistant coverage or issues related to student assistants to the Visitor Services Coordinator.
Ensure the student assistant scheduled hours are consistent with the budgeted student assistant payroll allotted to the Visitor Services unit.
Visitor Services/Campus Tour Email Inbox
Day-to-day management of the Visitor Services email inbox.
Communicates within the Visitor Services email inbox with prospective student applicants, parents, school counselors, and community agencies internal and external to the University about the Campus Tour Program.
Process, log, confirm or deny group tour requests that come into the email inbox from various stakeholders in the campus community.
Utilize judgement in accommodating group tours based on student assistant availability, tour schedule, geographic considerations, specialized recruitment population consideration, and budgetary considerations.
Visitor Services Equipment & Supplies Liaison
Day-to-day management of Visitor Services campus tour equipment and printed materials.
Ensure that student assistants are checking in equipment at the beginning of their shift and returning them at the end of their shifts.
Evaluate Visitor Services supply needs and request additional supplies when needed.
Campus Tour Program
Assist the Visitor Services Coordinator with updating and maintaining the Campus Tour Guide, printed materials, and other public-facing documents by staying in constant communications with other departments on campus to ensure all information is accurate.
General Administrative Duties
Provide administrative assistance and support to department managers and staff as needed to support special projects, events, or as needed.
High School diploma or its equivalent.
Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects. Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. Ability to draft and compose correspondence and standard reports; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.
Higher education experience preferred.
A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits 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 covered veteran status.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: http://dsa.cpp.edu/police/securityreport.asp. 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. Effective January 1, 2022, the CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. Questions regarding the CSU Out-of-State Employment Policy, please contact Cal Poly Pomona Employee/Labor Relations & Compliance at [email protected].
About California State Polytechnic University, 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.