Temporary Dean's Assistant

Job Description:

Temporary Dean's Assistant

Description

Type of Appointment: Full-Time, Long Term Temporary (One Year)

Collective Bargaining Unit: California State University Employees Union - Unit 9

Job Classification: Administrative Analyst/ Specialist

Anticipated Hiring Amount: $3,879 - $4,100 per month

Work Hours: Monday - Friday 8:00am-5:00pm

THE DEPARTMENT

The primary function of the Office of the Dean in the College of Education and Integrative Studies (CEIS) is the administration of all academic and support programs for the Department of Education, Ethnic and Women's Studies, Liberal Studies, Interdisciplinary General Education, and the newly developed Early Childhood Studies program. CEIS is responsible for carrying out the CSU Initiative for academic preparation that provides learning support for pre-K through 12th grade students, primarily through tutoring and other academic enrichment and college preparation activities. The College of Education and Integrative Studies is one of eight colleges in the university. The college provides course work and programs for four undergraduate programs, post baccalaureate and graduate educator licensure, education master's degrees, and a doctorate in educational leadership. The college offers many opportunities for students to establish meaningful relationships with faculty, the institution, service agencies, and schools in which they work; students are able to experience learning through internships, field placements, community service, and unique faculty-designed experiences.

DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE SUPPORT

• Provide executive-level administrative, analytical, clerical, and technical support to the Dean and Associate Dean. Tasks may include but are not limited to, the following: Plan, organize, and maintain the Dean's and Associate Dean's appointment calendar; schedule meetings, appointments, conferences, travel, etc.; determine suitable options in lieu of meetings with the Dean/Associate Dean; assist with the handling of confidential matters pertaining to the Dean's Office and the College; handle issues of high sensitivity in a confidential manner.
• Serves as liaison between the Dean/Associate Dean and faculty to ensure documents including authorizations to travel meet University and College deadlines and policies to ensure compliance with travel and expense reporting policies prior to seeking Dean's approval.
• Ensures all documentation meets University and College deadlines including, RTP, lecturer and faculty evaluations, staff evaluations, annual report, Dean's absence reports, and Dean's travel forms.
• Serves as liaison between the Dean/Associate Dean and the students within the college as well as university administration, campus-wide college and administrative offices, and the public; interprets policies and procedures independently and conveys them to others in an accurate, precise manner; provides information on programs and resources as the need arises, refers inquires for more detailed information.
• Serve as the College's primary timekeeper for absence management of faculty and staff.
• Work directly with Leaves to ensure information entered is accurate for payroll certification reporting processes.
• Process CEIS Dean's Office student payroll and complete their hiring forms.
• Provides administrative support to various college committees, community boards (e.g., Partners in Education - PIE; Superintendents; etc.), and programs supported by the College; schedules and confirms meeting rooms and accommodations; retrieves and researches information necessary to support the agenda for meetings; arranges meeting materials, prepares and distributes agenda, arranges for refreshments, and independently sets deadlines for processing and forwarding reports and/or tracking action items' track deadlines for Academic Senate and Provost's Council meetings and reports.
• Coordinate with College's Budget Analyst in ensuring the State and Foundation budget management processes and financial reports (e.g., preliminary and final) are updated and submitted timely in preparation for Partners in Education (PIE) Board activities.
• Develops and maintains productive relationships with administrators, faculty, staff, students, campus employees, and entities, interrelated groups in school districts, the CSU system, the Commission on Teacher Credentialing, and in-state, national, and international agencies; interact with all in a collegial and professional manner in the representation of the Dean/Associate Dean and the College.
• Retrieves, tracks and researches data and documentation in assisting the Dean and Associate Dean with preparation of Annual Report, Strategic Plan, Implementation of Chancellor's Office initiatives, MOU's (memoranda of understanding) and Commencement.
• Makes travel arrangements for the Dean and Associate Dean as requested, including travel authorization, transportation, lodging, conference registrations, and travel reimbursement requests. Maintains travel packets for Dean and Associate Dean -prepares Travel Authorization forms, supplies chart field string, completes expense travel claims and receipts.
• Makes purchases such as but not limited to supplies on behalf of the College;

STAFF SUPPORT

• Serves as facilitator for College support personnel; anticipates office needs and analyzes operational and procedural problems; develops, recommends, and evaluates solutions; makes hiring recommendations; assists With orientation, training, evaluation, and other human resources functions as necessary.
• Orders office supplies for the Dean's Office, located in building 6. Monitors the consumption of office supplies to ensure adequate supplies and appropriate efficiencies for volume orders.
• Serves as staff liaison to the CEIS Chair's Advisory Council (e.g., Partners in Education - PIE) and All College Meetings; attends and schedules meetings; prepares meeting announcements; arranges meeting location, refreshments, and parking for off-campus members; distributes meeting materials and minutes.

FACULTY SUPPORT

• Assists department chairs and Department Retention, Tenure, & Promotion Committees and Chairpersons with maintaining RTP documents. Coordinates and monitors RTP process for tenure track faculty within the College by maintaining evaluation roster, having thorough knowledge of, and ability to, interpret university RTP procedures, collecting/reviewing and returning (if necessary) packages for completeness before submission to Dean, receiving Dean's evaluation and forwarding completed packages to University RTP Committee via Academic Affairs.
• Coordinates the Professional Leave Request process for the College-track deadlines, collects applications for submission to the Dean, and delivers applications to Academic Affairs by the established deadlines.
• Serves as administrative support for expanded college/faculty activities with school districts throughout the region.
• Coordinates and monitors post-tenure (periodic) review process for tenured faculty in the College by maintaining review roster for distribution to departments, setting up appointments between Dean and faculty to be reviewed, collecting/reviewing and returning (if necessary) packages for completeness before submission to Dean, and receiving evaluation statement for faculty member's personnel action file.
• Coordinates and monitors department chair review process by maintaining review roster for distribution to college departments, setting up appointments between Dean and faculty to be reviewed, collecting/reviewing and returning (if necessary) packages for completeness before submission to Dean, receiving Dean's evaluation statement, and submitting completed evaluations to Academic Affairs.
• Collaborate with Department Administrative Support Coordinators on faculty search logistics (e.g., Dean's calendar for meetings)

ACCREDITATION

• Develops and maintains an electronic documents room on the accreditation website. This includes gathering documents from the assessment coordinator, departments, Clinical Placement, and Credential Services Office.
• Updates Commission on Teacher Credentialing information on the accreditation website. NOTE -As accreditation approaches every seven years, this task will become a significant portion of the position but only for a short period of time, estimated to be three months.

FACILITIES

• Maintains Department of Education, Doctoral Program, and Credential Services Office copiers. Orders supplies, calls for service, maintains faculty/staff/grant codes. Clears codes quarterly.
• Coordinates the scheduling of space for special events .
• Coordinates the college wide solutions of emergency situations regarding safety or crisis management. Maintains Colleges' Disaster Management Plan and Business Continuity Plan.
• Coordinates and delegates activities for special events-Fall conference, receptions, tours, etc.; oversees activities and ensure arrangement of logistics and location, preparation of invitations/flyers, RSVP lists, catering, audio visual equipment, etc.; uses own judgment in selecting appropriate accommodations within cost efficiency; occasional travel off campus to assist with meeting logistics.
• Responsible for reserving 6-206 for special events.
• Judgment is required in requesting campus services that have chargeback implications.

TECHNOLOGY

• Coordinates college annual technology inventory, ensures faculty and staff have adequate computer capacity, orders replacement computers. Order computers, printers, and peripherals as needed.
• Prepares equipment for salvage, including all survey reports and salvage documentation in coordination with the college management and campus Property Asset Management. Computer data storage media (such as hard drive and computer memory) must be either destroyed or erased before salvage.
• Creates, monitors and maintains a computer based system for the administration and documentation of all CEIS hardware and software licensing

QUALIFICATIONS

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Working knowledge of general practices, programs, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects, including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

Preferred Qualifications

• Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis and/or evaluation leading to development or improvement of administrative policies, procedures, practices or programs
• Comprehensive and detailed knowledge of the university infrastructure, policies and procedures; thorough mastery of English grammar, punctuation, and spelling, expertise in using office software packages, technology and systems; ability to interpret and apply policies and procedures independently, and use judgement and discretion to act when precedents do not exists; ability to understand problems from a broader perspective and anticipate the impact of office administration problems; ability to analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; ability to perform business math, analyze data and make accurate projections requiring some inference; ability to effectively communicate orally and in writing 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
• Increasingly advanced experience in a comparable position or other combinations of technological experiences related to the expected job skill set.
• Ability to assist and support the coordination and implementation of data interchanges and conversions
• Knowledge and ability to interpret reference manuals and data flow schematics
• Thorough, detailed knowledge of university infrastructure, policies, and procedures; working knowledge of policies and procedures for Foundation, State and ASI; knowledge and experience with BroncoDirect and Data Warehouse

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website .

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. For more information, go to https://calstate.policystat.com/policy/10899725/latest/ .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/ .

CSU Classification

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $3,879 and maximum $7,488 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

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. For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Conflict of Interest (Include this verbiage when the position being recruited has been designated as covered by the Conflict of Interest Code)

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 financial interest disclosure forms subject to state regulations. For more information, go to https://www.cpp.edu/eoda-hr/departments/hrpar/coi.shtml .

Child Abuse/Neglect Reporting Act (CANRA) (Include this verbiage when the Mandated Reporter box in the position description is checked)

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 https://calstate.policystat.com/v2/policy/10927154/latest/ .

Security & Fire Safety

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), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation

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 ADACoordinator@cpp.edu . For more information, go to Employment Notices .

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

Advertised: Oct 31 2024 Pacific Daylight Time
Applications close: Nov 14 2024 Pacific Standard Time

Closing Date/Time: 2024-11-14