Educational Leadership Department Coordinator 510308

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Job Description
Description:
Type of Appointment
: Full-Time, Probationary
Collective Bargaining Unit
: CSUEU - Unit 7
Job Classification
: Administrative Support Coordinator II
Classification Salary Range
: $3,440 - $4,365 per month
Anticipated Hiring Range
: $3,440 - $5,639 per month
Work Hours
: Monday - Friday, 8am - 5pm, unless notified otherwise
Recruitment Closing Date
: March 3, 2022
THE DEPARTMENT:
The position of Educational Leadership Department Administrative Support Coordinator is located in the Department of Educational Leadership, in the College of Education and Integrative Studies. The employee will support the Doctoral Program (EdD), the Administrative Services Credential Program in Educational Leadership, the EdD Director and Administrative Services Credential Program Coordinator, the department chair, faculty, and approximately 50-75 Educational Leadership doctoral and administrative credential students.
The Educational Leadership Department in CEIS offers a complex array of courses to prepare students for a variety of educational positions and careers: courses to prepare students for the Administrative Services Credential and courses for students to attain a doctoral degree in Educational Leadership.
DUTIES AND RESPONSIBILITIES:
Support the success of 50-75 students in the Doctoral Program on Educational Leadership in the Department of Educational Leadership, College of Education and Integrative Studies and the MS and credential Ed Leadership students.
Understand and interpret complex policies and processes to provide accurate information and professional assistance about all aspects of the Educational Leadership Department programs.
Use extensive knowledge of University policies, judgment, discretion, and creativity to trouble-shoot, assist with procedures, and solve student problems.
Monitor records of student progress and report to the Department chair.
Support the work of the EdD faculty, affiliated faculty, advisory committees, and students in courses, advising, and supervising EdD student dissertations.
Advocate and serve as liaison for faculty and students with other offices such as University Graduate Studies, Admissions, and the Registrar.
Organize a well-functioning, complex office structure.
Provide a full range of clerical and secretarial assistance for Department programs.
Develop and maintain accurate student record systems to inform and facilitate EdD student progress during stages of programs from application through completion. Data must be handled with appropriate confidentiality, transparency, and oversight. Information systems must meet requirements of the Chancellor's office and external accrediting agencies of confidentiality policies and procedures for faculty and student records.
Work with the Department chair to develop and maintain EdD program files (handbooks, application materials, forms, confidential student files, assessment reports), and Department documents for the Administrative Services Credential Program, (recruitment materials and program assessments).
Handle multiple work priorities and projects independently in consultation with program directors and the Department chair.
In consultation with the Department chair, prepare and independently enter EdD, Ed Leadership, Administrative Services Program Credential courses, and classroom scheduling into People Soft or other IT system.
Direct student worker(s) and set priorities in providing office assistance.
Assist Department chair in developing yearly budget and accounting systems, handle purchasing, monitor multiple University accounts.
Working with the Department chair, develop and monitor a large budget in categories appropriate to program resources and goals.
Purchase supplies and other program items with required approvals (e.g., ATI review), using University purchasing processes (e.g., p-card).
Working with other Education staff, maintain accounts and documentation for purchases and reimbursements, track expenditures and payments, reconcile expenditures and budget reports, monitor multiple University accounts, and complete required reports.
Review faculty travel and other reimbursements.
Develop appropriate databases and maintain accurate financial records.
Disseminate information and coordinate communication about the Department of Educational Leadership programs.
Provide highly professional front-line contact for information and assistance about the Department of Educational Leadership programs.
Disseminate detailed program information appropriately to multiple audiences of students and prospective students, faculty, guest lecturers, program advisory committees, various University offices as others as needed.
Develop effective presentation materials for recruiting and reporting on programs. Such as brochures and web site development
Write reports, develop forms, and manage documents independently and creatively as needed for compliance and accountability to Program Director(s), Department Chair, Dean, and other University offices, accreditation agencies, professional groups, and the Chancellor's office.
Plan and support Educational Leadership Department events
Develop yearly Department event calendar, investigate options and availability of appropriate venues, and work with Director(s) to design the events, such as information sessions, institutes, Doctoral and Department faculty meetings, dissertation or thesis/project defenses, Commencement ceremony, and other meetings.
Schedule the events, reserve facilities, order refreshments/food, and send out electronic invitations and reminders for the administrative credential and doctoral programs.
Plan and budget, make arrangements with vendors, schedule and monitor payments.
Support special events as available and appropriate, i.e., staff a registration table.
QUALIFICATIONS:
High School diploma or its equivalent AND
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 EXPERIENCE:
Previous administrative coordinator experience at Cal Poly Pomona preferred
Additional 5 years administrative support experience preferred
Professional, mature individual who is able to interact with a wide variety of people
This position will be the main interface for advanced, doctoral level students who often hold high administrative and teaching positions in school districts, at Cal Poly, and other educational institutions. The individual may also interact with potential donors to the college.
BACKGROUND CHECK:
Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona 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. Failure to satisfactorily complete the background check may affect the continued employment of a current Cal Poly Pomona employee who was conditionally offered the position. See policy at ****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. More information is available at: ****. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ****
. More information is available at: ****ADDITIONAL INFORMATION:
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: ****. Cal Poly Pomona is a smoke and tobacco-free campus. See policy at ****. This position is a designated position in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. See policy at ****. 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. See policy at ****CONDITION OF EMPLOYMENT:
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at ****. Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at ****OUT OF STATE WORK:
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at ****Closing Date/Time: March 3, 2022
Job Address
Pomona
California
91768
United States
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