California State Polytechnic University-Pomona · 8 hours ago
Administrative Coordinator for SPICE, OIES, & CAFE
Pomona, CA
Full-time
Onsite
Mid, Senior Level
$4,367/mo - $4,543/mo
5+ years expCal Poly Pomona is a public university that provides quality education and support to its students. They are seeking an Administrative Coordinator to support the SPICE, OIES, and CAFE programs by managing logistics, providing administrative support, and maintaining effective communication with faculty and staff. The role involves organizing meetings, handling event logistics, and ensuring smooth operations within the departments.
Higher Education
No H1B
Responsibilities
Under the general direction of the SPICE committee convener and co-chairs, provide multifaceted support for successful implementation of the annual SPICE competitions
Collaborate with the Academic Senate to recruit faculty committee members, and ASI to recruit students
Support the SPICE Committee and co-chairs: calendar meetings, take notes and minutes, prepare draft communications, maintain organized documentation, and provide data, including raw data, reports, and summaries as requested
Manage the lnfoready proposal platform (or other enterprise proposal technology): enter submission form and review questions, suggest first-draft reviewer assignments, assign reviewers based on direction from SPICE staff, input reviewers, test system, train committee members on lnfoReady, retrieve data and reports, and work with the system administrator to prepare, troubleshoot, and close out competitions
Liaise with faculty and other department administrators, responding to queries and providing needed information in a timely manner
Support OIES directors and team members: calendar meetings, take notes and minutes, prepare draft communications, maintain organized documentation, and provide data, including raw data, reports, and summaries as requested
Provide logistic support for in-person and remote events: reserve event locations; handle rsvp's and sign-ins, respond to participants; prepare, assemble, and transport materials to event location; respond to needs during events; re-set event locations following events
Provide CAFE/OIES administrative analyst with all records and receipts with financial implications; collaborate with administrative analyst to order supplies and services and to provide faculty stipends
Maintain positive working relationships with various individuals and departments on campus to maximize effectiveness
Telephone and office reception, responding to requests, phone calls, emails, and visitors, maintaining a welcoming and positive environment in CAFE and OIES
Qualification
Required
High School Diploma/GED - or its equivalent
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 working with faculty and individuals from a broad range of professional, disciplinary, and lived backgrounds in a higher-education environment
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
Company data provided by crunchbase