Strategic Administrative & Budget Coordinator

Huntley College of Agriculture - Administrative Success Coordinator II Job no: 555200 Work type: Staff Location: Pomona Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location) Type of Appointment: Full Time, Probationary Job Classification: Administrative Support Coordinator II Anticipated Hiring Range: $4,367 - $4,454 Work Schedule: Monday - Friday 8:00 AM - 5:00 PM

DUTIES AND RESPONSIBILITIES

Admin. Support for Department Chairs and Students Greet/screen visitors and phone calls, respond to inquiries and redirect as needed; maintain Chair's calendar; schedule appointments/meetings; prepare routine correspondence; type correspondence, course materials, reports; travel arrangements and supporting documentation; sort/prioritize/log mail; maintain program and student files; maintain department inventory of equipment and supplies; order supplies as needed. Monitor and assist Chair with meeting deadlines for reports, curriculum-related submissions, RTP documents, Strategic Plans, program reviews, alumni outreach, etc. Support fundraising through donor prospect identification and tracking. Students – Assist students with routine, academically-related problems; determine appropriate paperwork/action and processing needed for desired outcome (schedule meetings with advisor, academic petitions, change of option, leaves of absence, withdrawals, 4-year pledges, etc.). Organize orientations. Budget Maintain/monitor program General Fund and Foundation accounts; reconcile with statements; work with UFS and Foundation to resolve discrepancies. Process invoices within contract period and ensure not exceeding budget allocation. Process reimbursements and requisitions, reconcile state and foundation credit cards, handle online and regular orders, approve invoices for payment. Provide Chairs with regular updates on available funds, projected income, and expenditures. Program Events Organize and execute live and virtual departmental meetings and events. Assist with ABM/AGS and PLT banquets, advisory committee meetings/dinners, and other College of Agriculture-related events as needed. Prepare/mail correspondence, order supplies, prepare competitions; arrange meals/refreshments; collect/log monies received; maintain/monitor event related accounts; process disbursements/deposits; provide chairs with updates on account balances; assist with follow‑up evaluation of events. Assist with other events as scheduled. Class Scheduling Work with department chairs for planning and entering class schedules into CHRS, create course permission numbers, and troubleshoot student registration problems. Research data files to obtain departmental student information pertinent to departmental programs and reports. Faculty Support Prepare requests to add new temporary faculty, collecting required documents (applications, resumes, transcripts, letters of recommendation); prepare chart of tenure-track and temporary faculty assignments; prepare requests for temporary faculty hires; order keys; follow‑up with faculty and offices re payroll signup, email, program access. Schedule peer evaluations for department instructors. Website & Students Assistants Monitor the department website and inform College Communication Specialist of necessary updates. Recruit, recommend for hire, train, oversee student assistants; provide input to performance reviews. Manage and update department social media accounts (LinkedIn, X, Instagram).

QUALIFICATIONS

High School Diploma/GED or equivalent. Five years progressively responsible experience in general office clerical or secretarial work or equivalent. Comprehensive knowledge of university infrastructure, policies, and procedures; mastery of English grammar, punctuation, spelling; expertise in office software and technology; ability to handle multiple priorities and projects independently; ability to interpret and apply policies; troubleshoot office administration problems; analyze operational problems and recommend solutions. Ability to perform business math, analyze budgetary data, make accurate projections; write and present reports; handle interpersonal interactions at all levels; use negotiation and persuasion skills.

PREFERRED QUALIFICATIONS

Work independently or as part of a diverse team. Multi‑task and manage numerous interruptions. Experience with budgets and strong computer skills. Knowledge of Foundation OneSolution. Knowledge of grant budget policies and state/foundation procedures. Event planning and management experience. Equal Employment Opportunity Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Pay Transparency Nondiscrimination As a federal contractor, Cal Poly Pomona will not discharge or discriminate against employees or applicants because they have inquired about or disclosed pay. Reasonable Accommodation We provide reasonable accommodations to applicants and employees with disabilities. For assistance, contact the ADA Coordinator. #J-18808-Ljbffr California State Polytechnic University-Pomona