Emergency Hire - Administrative Support Coordinator II - Experience Industry Management

Job Summary

• Provide a full range of support involving the use of judgement and discretion to the department head, faculty, staff, and students of the EIM department, including providing the department head with suggestions regarding faculty scheduling, events, calendaring, complex purchase requisitions, and paperwork requests.
• Provide lead direction with administrative and procedural help to office student assistants. Regularly set own priorities and manage multiple work priorities. Ensure appropriate daily office coverage and coordinate work schedules as needed to cover department events. Interpret and communicate to students, parents and prospective students the administrative and academic regulations, policies, and procedures of department.
• Project, monitor, advise and reconcile budget on state-side, University Campus Programs, and Cal Poly Partners. Track spending of professional development dollars and student hours. Track funds expenditures, research history, and provide summary information and recommendations. Provide reports to department head as needed.
• Manage all state and corporation accounts; ensure timely invoicing, billing, reconciliations, and maintenance. Handle all supply requests and purchase requisitions/orders for department, individual faculty grants, and for the Experience Innovation Lab. Ensure all financial paperwork and reports for large department events including the EIM Auction and inter-department events are processed correctly and in a timely manner.
• Support department faculty and student travel, travel claims and reimbursement for department head, faculty, and students.
• Coordinate student assistant and ISA/tutor employment opportunities at department level. Coordinate advertising for available student employment opportunities. Initiate personnel transactions and complete all necessary employment forms. Investigate and resolve payroll problems, collect and review timesheets, and reconcile and review absence management and master payroll.
• In coordination with the Assistant Director of Personnel, process staff and faculty personnel transactions and complete necessary employment forms for both state-side and Cal Poly Partners’ hires. Coordinate recruitments for staff and faculty positions as needed, including the part-time lecturer pool, Full-Time Lecturers, and tenure-line faculty. Assist in preparation of position descriptions, job announcements, appropriate forms, interviews, and travel for candidates. Work with the Assistant Director of Personnel, Academic Personnel, Human Resources, Payroll, Cal Poly Partners, and others to complete all requirements for employees and volunteers.
• Serve as department property coordinator including faculty workstation records. Maintain office equipment. Order department supplies and inventory and maintain supply room. Coordinate facilities repair and maintenance, keys, and security alarms.
• Review, interpret and apply a wide range of University and college personnel policies and procedures, ensuring all guidelines are followed and faculty files are provided correctly and on-time at faculty and department level.
• Coordinate with department head and faculty with class scheduling functions; track WTUs and maintain appropriate teaching loads; reconcile FAD reports and independent study course enrollments; monitor enrollments and initiate changes; schedule facilities for classes, and other departments and groups; coordinate and prepare catalog/curriculum revisions; assist faculty with providing permission numbers; assist in process of Implementing experimental and variable topic courses. Coordinate and assist in preparation of annual and re-accreditation reports.
• Coordinate with department head the development and communication of agenda for various events (weekly program meetings, advisory council meetings, quarterly/annual presentations to students and/or parents, department retreats); attend meetings and prepare summary notes/minutes for distribution.
• Coordinate and plan department meetings, projects, and large scale special events as needed, including Summer Orientation Advising & Resources program, Rho Phi Lambda/RPTA Career Fair, Department Advisory Council meetings, EIM fundraisers, and industry tours.
• Serve as controller for EIM fundraisers, including processing sponsorship and donor gift forms for accurate gift credit. Track event registration, assist fundraiser committee in processing and with compliance of university contract and advancement procedures. Process all required forms.
• Coordinate with dean’s office on college special events including but not limited to Fall Conference, Fall Preview, Open House, Graduation, department post-commencement ceremony, and Week of Welcome.
• Gather materials to respond to inquiries; receive donations of equipment, supplies, services and funds; obtain back-up information; complete process and follow up; and maintain records of donations. Ensure paperwork to College Advancement team is submitted in a timely manner and all deadlines are met. Coordinate communications with alumni and industry partners, including tracking contributions and processing donor thank you letters. Monitor and comply with university requirements for advancement and fundraising activities.
• Coordinate production of department newsletter – weekly or annual or bi-annual. Provide and edit content, prepare layout using desktop publishing software and use hard copy and/or web-based resources for distribution. Collaborate and support EIM social media marketing, website marketing, including generating, soliciting, and developing department news, events, and activities of students, faculty, and alumni.

Education and Experience

High school diploma or its equivalent. Five years of general office support or technical experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience).

Salary:

Anticipated Hiring Range: $25.19 - $27.81 per hour

Classification Range: $25.19 - $36.70 per hour

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Anticipated Hiring Range referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Classification Range may be broader than what the University anticipates paying for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

Cal Poly

Known for its Learn by Doing pedagogy, Cal Poly is the flagship of the world-renowned California State University system. Annually recognized as one of the top public universities in the nation, Cal Poly continues to offer an academic curriculum based on learned experience gained through real-world practice. Located in San Luis Obispo, Cal Poly is nestled comfortably among the coastal foothills, minutes from the Pacific Ocean and equidistant to the Bay Area and Los Angeles.

Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. See our benefits website for additional information.  

Equal Opportunity and Excellence in Education and Employment

This position is open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal Poly provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Cal Poly is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Supplemental Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly 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. Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Cal Poly, San Luis Obispo is not a sponsoring agency for staff or management positions. Applicants for staff and management positions must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.