IT Front Desk & Administrative Coordinator

Administrative Support Coordinator - Information Technology Office Job no: 559714 Work type: Staff Location: Pomona Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location) VP/CIO Front Desk Provides support to the VP/CIO front desk, serving as the front-line contact for the office. Related responsibilities include answering calls, screening telephone calls and office visitors, answering routine and complex questions, responding to e-mails, and furnishing information to students, staff, faculty, and the public. Receipt of daily office documents and distribution to appropriate parties; ordering and maintaining office supplies and coordinating copier maintenance agreements and services. Organizes special events, training, and other activities. Administrative Support Orders, stores, tracks, and distributes office supplies and other materials. Assists employees in researching and procuring supplies, contract services, software and hardware. Includes ordering, receipt, and distribution of ordered equipment, software, and supplies. Creates and maintains departmental and financial files; completes forms, including some word processing of memos and letters, as well as design and production of departmental documents. Coordinates the scheduling of meetings and appointments; identifies scheduling conflicts prior to their occurrence; prepares, revises, and disseminates agendas. Schedules appointments, either by phone, Zoom (or similar), or in-person as directed. Makes contact with students, staff, administrators, visitors, faculty, and outside vendors on a regular basis, and has some form of communication with virtually every major office on campus. Demonstrates excellence in written and verbal communication skills, interpersonal interactions, and communication with department staff, in person, by telephone and via mail/email. Reviews correspondence/materials prepared or received by the AVP’s offices and takes appropriate action and/or follow-up. Assist with the student hiring process by preparing the required hiring forms. Financial/Budget, Procurement & Travel Assists in pricing and purchasing of certain types of supplies and equipment. Works with managers to prepare the appropriate paperwork that is highly technical and detailed; completes university requisitions and/or work orders as needed and may research costs. Understands and follows university and divisional policies, procedures, and guidelines in the completion of associated university forms and processes related to budget, procurement, travel, and invoice payment duties. Ensures that all forms and University purchasing procedures are followed throughout all stages of procurement (order, receiving, and distribution). Maintains records and an inventory of materials and equipment, and software licenses and renewals. Prepares Travel Authorizations, Travel Expense Claims/Reports, Foundation forms, and processes forms as required and assists staff with travel processes as requested. Works with the Business Operations Team to download and prepare monthly invoices for payment for various division and campus wide telecommunication charges, and any other invoices associated with requisitions, purchase orders, and similar. Other Duties Pick up staff and student paychecks. Provides comprehensive administrative support, consistent with this job classification, assumes and carries our other duties and responsibilities at the discretion of the Executive Director for IT Business Operations. Participates in employee training opportunities and professional development activities designed to enhance work effectiveness. Attends and participates in departmental and campus events/activities. Qualifications High School Diploma/GED - High School diploma 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 Qualifications Extensive knowledge use of numerous computer software applications including Microsoft Outlook, Word, Excel, and PowerPoint. General knowledge of CSU university procedures and practices related to HR, payroll, procurement, and budget. Experience working in a higher education environment. Exceptional interpersonal skills coupled with the ability to develop an environment that promotes partnership and transparency with others. Excellent oral and written communication skills to effectively communicate with diverse academic and administrative constituencies including external campus entities. 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. The university 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, and other applicable state and federal anti-discrimination laws. Applications close: Jul 22 2026 Pacific Daylight Time #J-18808-Ljbffr Opt For Healthy Living