Department Coordinator

2 weeks ago

Pomona, United States California State University Full time

**Job no**: 539649

**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)

**Type of Appointment**: Full-Time, Probationary

**Collective Bargaining Unit**: California State Employees of California (CSUEU) - Unit 7

**Job Classification**: Administrative Support Coordinator II

**Anticipated Hiring Range**: $3,865 per month - $4,502 per month

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

**THE DEPARTMENT**

The mission of the department is that the music department is a hands-on creative community combining performance, musicianship, industry, and technology to empower musicians of the future. We promote music as a diverse practice that rewards and fulfills individual lives and the human experience. We foster ethical innovative careers in performance, teaching, and the music industry. The music department encourages all students to realize their highest musical, academic, and professional potential. The department prepares individuals for a variety of careers in music, including teaching, business, and performance, and provides General Education courses for the general student population and in support of teacher education.

The faculty of the Music department believe that the presence of music in a person's life is rewarding, fulfilling, and necessary for a balanced life, and that they have a responsibility to fairly present and represent the complex tapestry of contemporary American musical life. The department aims to present a balanced view of the musical contributions of all genders and the various nationalities and ethnicities of the state's population.

**DUTIES AND RESPONSIBILITIES**
- 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 and maintain expertise in using office software packages, technology, and systems.
- 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 and faculty advisors to provide continuity and background on the various activities associated with each one's responsibilities, including department assessment and recruitment efforts; effectively handle interpersonal interactions at all levels, and handle highly sensitive interpersonal situations; if needed, use negotiation and persuasion skills to achieve results and expedite projects.
- Work independently, making decisions on day-to-day operations, interpreting specialized policies and procedures, and prioritizing multiple work unit projects; solve a broad range of operational and procedural office and administrative problems that may require additional research, analysis and evaluation; ingenuity in developing solutions to the above is required.
- 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; perform business math, analyze budgetary data, and make accurate projections based upon inference; 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.
- Develop and maintain accounting and other record-keeping procedures for all 20 ensembles that have their own money, including tracking deposits and doing the purchasing for all items within each account; this requires a great deal of attention and high-level administration skills.
- 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-

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