California State Polytechnic University-Pomona · 19 hours ago
Joint Physical Sciences Support
Pomona, MO
Full-time
Onsite
Mid Level
$4,047/mo - $5,896/mo
4+ years expCalifornia State Polytechnic University-Pomona is seeking a Joint Physical Sciences Support to provide administrative support for the Chemistry and Biochemistry and Physics and Astronomy departments. The role involves managing department operations, providing student support, and assisting the department chair with various responsibilities.
Higher Education
No H1B
Responsibilities
Answer incoming calls and respond to emails. Greet and assist students, faculty, staff, and others with a professional and welcoming demeanor
Serve as the primary information resource for university and department policies and procedures
Resolve problems that arise in assigned areas of responsibility using judgment and discretion
Communicate issues clearly and proactively to the Chair, ASCII, and Instructional Support Staff
Support department events and meetings, e.g., assist with room reservations, prepare and post flyers, and procure supplies
Handle incoming and outgoing mail/parcels for the department
Maintain organization of faculty mailboxes
Assist in distributing and maintaining a log of all department paychecks
Chairs' Assistant Assist in disseminating correspondence to and from the chair
Receive visitors who have an appointment with the Chair and appropriately screen those who do not
Assist the chair with scheduling meetings, appointments, and other calendar-related responsibilities
Help the department chair download and share student evaluations of instructors
Assist the Chair in the analysis/archival of instructional assessment materials
Assist with taking minutes at department meetings
Track and post university and department information for registration, events, advising, petition processing, etc., to the department webpage public displays
Obtain faculty class schedules/office hours, advisor/advisee lists, room schedules, and other documents updated each term and post as appropriate
Assist the chair in managing the website and refreshing information
Create lists of faculty advisors and assigned student advisees
Compile a list of faculty office hours and post faculty schedules outside offices
Attend appropriate training courses to remain up-to-date with policies, procedures, and software systems at the university
Assist Chair/Associate Chair/ASC II with course scheduling each term when needed
Assist with permission number requests, the PERC process, monitor course enrollments, etc
Provide basic information and direct students to appropriate resources (e.g., faculty advisors, College Advising Center, Registrar, etc.)
Direct students to appropriate advising areas
Track student academic petition processing and provide final decisions to students
Assist in maintaining records for current majors, inactive majors, and alumni
Respond to student registration issues in person and electronically to help them enroll for classes (BroncoDirect)
Direct students to pre- and co-requisite requirements and assist students with questions regarding the university catalog, Degree Progress Report, etc
Assist with orientation sessions for incoming students; compile student lists, prepare documents, answer student questions, and issue permission numbers as appropriate
Qualification
Required
High School Diploma/GED Or 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
Preferred
B.A. or B.S. degree in field related to position
Minimum 4 years of progressively responsible experience in office work, administrative support work, and/or student service
Ability to work independently and handle multiple work priorities and projects
Ability to plan, organize and complete complex tasks
Ability to recognize problems and needs, to be proactive, to receive feedback, and to work collaboratively
Ability to maintain a cheerful manner, listen attentively, and employ compassion when interacting with faculty, staff, and students
Ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and sensitive in nature
Ability to know in detail and follow all University policies and procedures
Ability to apply a variety of policies and procedures where specific guidelines may not exist
Strong oral and written communication skills with thorough knowledge of English grammar, punctuation and spelling
Ability to draft and compose correspondence and standard reports
Working knowledge of budget policies and procedures
Ability to perform standard business math, e.g., calculate ratios and percentages, track financial data, and make simple projections
Thorough knowledge of office systems and ability to use broad range of technologies, systems, and software, e.g., Microsoft Word, Outlook, PowerPoint, and Excel
Company
California State Polytechnic University-Pomona
The official LinkedIn account of Cal Poly Pomona, the #1 polytechnic university for diversity and economic mobility. Here, you #BecomeByDoing. 🐎
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Winny Dong
Co-Founder and Faculty Director, Learn Through Discovery Initiative
Daniele LeCesne
Interim Exec Director & Special Advisor, University Advancement/Interim COO, CPP Philanthropic Fdtn
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