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California State Polytechnic University-Pomona · 3 days ago

Civil Engineering Administrative Analyst

Pomona, CA

Full-time

Onsite

Mid Level

$4,799/mo - $5,093/mo

California State Polytechnic University-Pomona is a recognized leader in undergraduate engineering education. They are seeking a Civil Engineering Administrative Analyst to manage daily operations, support students, and assist faculty within the Civil Engineering department.

Responsibilities

Lead responsibility for the daily operations of the Civil Engineering department office and serve as the first point of contact for approximately 1600 students, 25 full time faculty members, and about 50 part-time faculty members

Respond accurately and efficiently to personal mail, email, and telephone inquiries from media, the public, potential and current students, and concerned parents

Coordinate multiple Outlook calendars and schedules

Order supplies, maintain copier and computer office equipment with P-card or purchase orders

Analyze and compile course offerings to maximize space utilization and enter data into PeopleSoft

Oversee the department's student graders and assistants. Track student hours, performance, and costs to the department and college

Recommend improvements to the department chair concerning operational functions to achieve department goals

Process, organize, and maintain contact with alumni and industry representatives, assisting connections with student candidates

Coordinate visits and tours for off-campus guests and host potential donors

Coordinate Civil Engineering Industry Advisory Board meetings, tours, and lunches

Compile and track all department financial data and reports for multiple accounts: including grants, campus programs, scholarships, and general funds

Organize, evaluate, and verify that State and Foundation accounting procedures are followed

Create, evaluate, and provide current financial reports showing expenditures and forecast spending

Track financial balances for student club faculty advisors and provided reports for club's funding and expenditures

Independently process donations via Raisers Edge software: cash, equipment, and gifts in kind (coordinate appropriate documentation of gifts, acknowledgements, donor recognition, placement, and acquisition planning)

Generate and process purchase requisitions for faculty purchases from grants

Process reimbursement to faculty, staff, and students with direct pay or disbursement vouchers

Process interdepartmental transactions (IDT) and Inter-Company Transactions (ICT)

Reconcile state and foundation P-card transactions for the department and department chair and assist faculty with reconciliation process

Hire student assistants and track and approve hours via Kronos

Delegate for the department chair to review and upload faculty travel documentation in Concur

Instruct undergraduate and graduate students concerning various administrative functions and help them become familiar with and work through campus policies and procedures

Place and remove advising holds, oversee the processing of petitions and other documentation

Interact and mentor students to resolve problems and serve as a primary resource for information

Expedite the processing of graduate student applications and current graduate students' petitions

Refer students to the appropriate advisor, as necessary

Serve as a resource for student clubs and professional societies to develop their events and activities

Process student travel documentation and reimbursements, input all documentation to dean's office shared file

Assist competition teams with their events and activities

Process financial documentation for student clubs and teams including disbursement vouchers and purchase requisitions

Create spreadsheets to analyze, track, and report account balances for clubs and teams and ensure all campus policies and procedures are followed

Analyze and process Student Scholarship Awards and forms

Independently create spreadsheets and provide the chair with student and faculty statistical data such as FTEs, WTUs, number of students in programs, remedial courses, graduates, honor students, GWTs

Research and prepare reports on student class performance

Provide information and support for the national engineering ABET accreditation

Coordinate ABET activities, assist with pre-visitation preparations and on-stie visitations

Lead responsibility to gather, analyze, and present reports for space availability and utilization

Independently create procedures for audits and training

Provide the department chair with information for hiring new faculty, tenure-track faculty searches, and staff

Provide information to faculty concerning campus and departmental procedures and policies

Process travel reimbursements for department chair and faculty

Coordinate department activities with the College of Engineering 's events and programs

Organize the faculty, staff, and students to lead workshops, host laboratories, greet and provide registration services to prospective students and families

Prepare facilities, equipment, materials, and hospitality for each department event

Assist in preparation and distribution of curriculum sheets and flow charts

Maintain relations with the department's Industry Advisory Council

Develop and maintain databases, arrange meetings (refreshments, parking), follow-up on concerns and provide responses as needed

Prepare and coordinate confidential surveys via Qualtrics for faculty committee voting

Attends and participates in the department meetings and records meeting minutes, and independently follows-up on action items

Qualification

Budget policiesStatistical analysisData analysisPeopleSoftRaisers EdgeCommunication skillsTeamworkProblem-solvingOrganizational skills

Required

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 establish and maintain cooperative working relationships