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Assistant to The Dean and Front Desk Coordinator

3 months ago

Pomona, United States Cal Poly Pomona Full time

**Assistant to the Dean and Front Desk Coordinator**:
**Job no**: 540318

**Work type**: Staff

**Location**: Pomona

**Categories**: Unit 9 - CSUEU - Technical 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 9

**Job Classification**: Administrative Analyst/Specialist - Non-Exempt

**Anticipated Hiring Range**: $3,694 - $4,650 per month

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

**THE DEPARTMENT**

The Dean's Office in the College of Letters, Arts, and Social Sciences is the administrative unit responsible for 12 academic departments, over 140 tenured and tenure track faculty, over 40 serialized staff, and more than 280 temporary faculty. The College generates the largest number of FTEs each term and has the largest budget among the 8 academic colleges. C.L.A.S.S. provides introductory and advanced course work in more than 20 degree and certificate programs, and provides courses that substantially make up the General Education curriculum required of all students.

**DUTIES AND RESPONSIBILITIES**
- Administrative support for the dean and associate dean for academic personnel and resources; maintain their calendars: schedule meetings, appointments, conferences, travel, etc.; independently set priorities and determine suitable options in lieu of meetings with the dean; assist with confidential matters pertaining to the dean's office and the college; handle issues of high sensitivity in a confidential manner; keep abreast of the status, progress, and deadlines of projects and advise the deans of outcomes; make recommendations on procedural matters; implement, coordinate, and evaluate results. Make travel arrangements for the deans, including travel authorizations, transportation, lodging, conference registrations, p-card reconciliation, and travel reimbursement requests. In addition to travel arrangements, make reimbursement requests for cell phones and other miscellaneous expenses.
- Serve as liaison between the dean and university administration, the campus community, administrative offices, and the public; interpret policies and procedures independently and convey them in an accurate, precise manner; provide information to deans on programs and resources as requested. In response to external requests, assess urgency level and, when appropriate, disseminate information on behalf of the Dean to external and internal stakeholders. Develop and maintain productive relationships with administrators, faculty, staff, students, campus employees and entities, and outside constituents; interact with all in a collegial and professional manner in representation of the dean and the college.
- Provide administrative support to various college committees, advisory boards, community boards, staff members, and programs supported by the college; schedule and confirm meeting rooms and accommodations; independently retrieve and research information necessary to support the agenda for meetings; arrange meeting materials, prepare and distribute agenda, arrange for refreshments, and independently set deadlines for processing and forwarding reports and/or tracking action items; track deadlines for Academic Senate and Dean's Council and Provost Staff meetings and issues. Monitor and support staffing of college committees.
- Support Director of Development in coordinating Dean's interactions with advisory boards and donors. Support Communications Specialist to recommend, research, and prepare materials for Dean's Office presentations. Serves as back-up for maintaining College events and deadlines calendar and supports promotion of events. Responsible for coordinating arrangements and logistics for events such as the annual all-college meeting, the department chair retreat, the CLASS Leadership Council meetings, CLASS Dean's Advisory Board, etc.; provide oversight for fall conference planning and invitations and responses. Independently resolves problems and answers questions related to these events.
- Serve as the initial contact and face of the dean's office for visitors and callers-answer telephone, direct calls to appropriate office personnel; record messages; schedule appointments for conference room; assist with maintenance and updating of Dean's Office displays. Maintain display case for faculty publications. Provide exceptional service to students, faculty and others seeking information or assistance. Close classroom doors at the end of every week.

**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.
- Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to