Type of Appointment: Full-Time, Probationary Collective Bargaining Unit: California State University Employees Union - Unit 7
Classification Salary Range: $3,064 - $5,148 per month Anticipated hiring range: $3,064 - $3,708 per month
Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m. Recruitment Closing Date: July 20, 2021
The History department offers a major in history leading to a Bachelor of Arts degree and a Master's Degree leading to a M.A. in history. The department also offers a minor in history, a minor in Latin American Studies, and offers basic courses in general education. The History Department has over 365 undergraduate students and over 10 graduate students. There are 15 full-time faculty and on average 15 part-time faculty. The department maintains all students working files, fields and directs faculty, staff and student inquiries, and maintains all records related to the department's operation.
DUTIES AND RESPONSIBILITIES
- Represent the department-greet, assist, and direct students, faculty, or administrators who contact the office; answer phones, respond to emails, and if necessary forward to proper personnel. Direct students to the proper sources for information about course offerings, add/drop policies, catalog requirements, rules, and regulations. Provide students with proper procedures to file petitions, graduation forms, and other documents needed to complete their objectives. Use problem-solving techniques to facilitate the navigation of students through the system.
- Assist students during registration and provide permission numbers when needed. In addition, provide administrative support to the faculty advisor program.
- Provide administrative support to the department chair and faculty in the operations and functions of the department, anticipate and communicate departmental needs. Maintain continuity in department policies and procedures and communicate them when needed. Provide detailed knowledge of applicable university and college policies, and procedures. Oversee, with the department chair, the general operation of the department. I.E. review correspondence, reports, requests, etc.
- Train any new faculty, staff, or student assistants who may join the department on departmental processes. Assign new faculty to offices and prepare offices (painting, new furniture, etc.) when they change hands, if needed. Maintain assigned office inventory. Prepare all office hours, schedules, and related term by term information. Upon request, provide information relating to office hours, office locations, and office phone numbers.
- Work with various committee chairs, faculty advisors, and graduate coordinators to provide continuity and background on the various activities associated with each responsibility, including department assessment and recruitment efforts.
- Support faculty searches by initiating advertising and coordinating interview schedules of candidates with faculty, dean, and other personnel. Prepare and submit travel expense forms for all candidates. Collect and prepare all necessary documents for candidates¿ reimbursements.
- Monitor and meet document deadlines imposed by the college and university.
- Assist department chairs with all operating budget processes. Prepare fiscal reports on a monthly basis. Develop and maintain accounting and other record-keeping procedures for all operating accounts associated with both the state and foundation sides. Monitor financial dashboard for balances and improper charges; follow-up on receiving proper credits. Work with the department chair to stay informed of products and services needed by the department. Prepare all purchase requisitions and other expense forms for the department. Initiate and renew equipment maintenance contracts. Prepare direct pays and other types of reimbursements to faculty for professional development and other related expenses.
- Responsible for department purchase card(s) and monthly reconciliation of p-card statement(s). Assist with scholarship accounts. In consultation with the department chair, fill out scholarship forms and monitor account balances.
- Review all department travel requests and expense claims for accuracy via university travel database (Concur) while providing guidance on travel policies and procedures when needed.
- Work with the department scheduler and the college scheduler on class scheduling; make scheduling suggestions; assist with schedule programming; key in and update schedule; and assist department chair by updating spreadsheets that indicate courses and FTES taught and lecturer dollars spent. Assist with part-time staffing of various classes; assist with tracking number of WTUs taught by part-time faculty term-by-term; assist with contacting part-time faculty and arranging interviews; work with the college contract analyst and collect all necessary paperwork to help facilitate the hiring process; Create lecturer appointment memos.
- Responsible for providing an accurate report of all courses taught in the department and provide this report to the department chair and the Dean of C.L.A.S.S., if requested. This report is instrumental, as this information is compiled along with other majors within the college to see if the department is on track with the total FTE goal of the department. Keep detailed records on all faculty assigned time, reassigned time, grants, and contracts. In consultation with the chair, review and submit the Faculty Assignments by Department (FAD) every term.
- Process and distribute mail and deliveries. - Maintain all departmental unofficial personnel files. - Help plan and coordinate special departmental-related events for students and faculty and secure rooms and spaces when needed. - Maintain department files related to syllabi. - Provide assistance to faculty with textbook requisitions; track and remind faculty members to submit by the deadline given. - Oversee health and safety inspections. - Maintain supplies and inventory. - Assist with maintaining electronic records of student evaluations if needed. - Attend university training regarding any changes in related/relevant policies, systems, software¿s and procedures. - Use student bulletin boards to provide up-to-date information. - Responsible for calling in and submitting work orders to Facilities, Planning, and Management. - Manage Part-time Faculty Clearance forms and update key inventory and fill out key request forms. - Work with asset management to complete the annual inventory. - Deliver information to faculty members in charge of updating department web pages and hall digital displays.
High School diploma or its equivalent AND four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects. Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. Ability to draft and compose correspondence and standard reports; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.
Additional years work experience in a broader range of operational and procedural environment and/or in a higher education environment.
A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: http://dsa.cpp.edu/police/securityreport.asp
CONDITION OF EMPLOYMENT
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. http://www.calstate.edu/eo/EO-1083.html
Internal Number: 63142
About Cal Poly Pomona
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.