Strategic Administrative Coordinator II

Huntley College of Agriculture - Administrative Success Coordinator II Apply now 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) Admin. Support for Department Chairs and Students: Greet/screen visitors and phone calls responding to inquiries and redirecting 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 w/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 for programs found in the department; reconcile with statements; work with UFS and Foundation to resolve discrepancies. Make sure invoices are processed/paid within the contract period and that we do not exceed the budget allocation. Process reimbursements and requisitions, reconcile state and foundation credit cards, process scholarship and donation payments, handle on-line 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 the 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 for meals/refreshments; collect/log monies received; maintain/monitor event related accounts; process disbursements/deposits; provide chairs with regular updates on account balances; assist with follow-up evaluation of events. Assist with other events as scheduled. Class Scheduling: Responsible for working with both department chairs for planning and entering class schedules into CHRS and updating as needed, creating course permission numbers, and troubleshooting student registration problems. Research data files to obtain departmental student information pertinent to departmental programs and reports. Faculty Support: Prepare requests to add new members of the temporary faculty as needed, collecting required documents (applications, resumes, official transcripts, letters of recommendation) for files and subsequent appointments; prepare a chart of tenure-track and temporary faculty assignments; prepare requests for temporary faculty hires for submission to the admin. analyst; order keys; follow-up with faculty and appropriate offices re: payroll signup, assignment of e-mail, and appropriate program access (BroncoDirect, PeopleSoft, CANVAS). Schedule peer evaluations for Department instructors. Website & Students Assistants: Monitor the website for the department and inform the College Communication Specialist of any necessary updates as needed. Recruit, recommend for hire/train/oversee student assistant(s). Provide input to performance reviews. Manage and update department social media accounts (e.g., LinkedIn, X, and Instagram).

QUALIFICATIONS:

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 create accurate projections requiring 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:

Ability to work independently or as part of a diverse team. Ability to multi-task and work with numerous interruptions. Experience working with budget and good 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. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona 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. Advertised: May 22 2026 Pacific Daylight Time Applications close: Jun 05 2026 Pacific Daylight Time #J-18808-Ljbffr The California State University