Department: APP-Ctr for Teach Learn & Tech (134300)
College/Division: Academic Affairs
Salary Range: CSU Salary Range: $3,115 - $5,475 per month. Anticipated Hiring Range: $3,333 - $4,000 per month.
Under general direction, this position provides the full range of ongoing, routine administrative support to the CTLT Director and the CTLT staff. Additional assignments are often of a project nature, requiring initiation, execution, coordination, implementation and evaluation. Incumbents assigned to this classification are expected to use general office equipment and the full range of office support technology and systems.
Provide confidential administrative support to the CTLT Director, including advising Director on vital actions, deadlines, and information related to key administrative matters
Track the CTLT's goals, priorities, and project completion status. Prepare staff meeting agendas; record and distribute meeting notes.
Monitor and replenish office supply stocks, coordinate general office equipment maintenance and repair to ensure reliable use.
Maintain and regularly update participation database; monitor database for accuracy and completeness; provide quarterly and annual reports to Director; provide individual/department/college summary reports on request.
Arrange business travel for the Director and CTLT staff; prepare associated forms, make reservations, monitor expenses and documentation, and process reimbursements consistent with campus policies and practices. Manage calendars for Director and CTLT's workshops/events; resolve scheduling conflicts.
Assist with personnel recruitment support for CTLT.
In support of the CTLT Director, assist with the review of budget policies and practices and assist the APP Budget Analyst to execute specific financial transactions. Provide regular budget update reports, annual (final) budget, and projected budget requests.
Maintain records and reconcile charges for credit card charges for state ProCard and Corporation ProCard.
Coordinate with Academic Personnel and academic departments and colleges to process stipend forms for participants in appropriate CTLT activities; maintain records of stipend processes. Prepare and provide documentation for employees for reimbursement of costs other than travel.
Maintain accurate inventory records for office equipment (computers and peripherals, cameras, printers, etc.) for annual inventory audit reports and to inform budget projections.
Coordinate logistics, communications, hospitality support, and participant feedback for CTLT activities.
Serve as building coordinator in conjunction with the library safety protocols, CTLT telephone coordinator, and Technical Requests Liaison.
Maintain CTLT's and manage wiki for policies and procedures documentation; maintain CTLT's digital records.
Recruit, supervise and mentor student assistants performing administrative support.
Maintain and manage meeting room calendars for CTLT and APP shared meeting spaces; coordinate with Library administrative staff to coordinate mutual support for space use.
Advise, consult and train CTLT staff on current administrative policies and processes as needed.
NOTE: To view the full position description including all the Required Qualifications click here
Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. Check our benefits website for additional information.
Minimum Qualifications (Staff Only):
Education and Experience:
High school diploma or its equivalent. Type 45 wpm. Five years of general office support or technical experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience)
Expertise in using office software packages, technology, and systems.
Ability to create and use spreadsheets to extract and analyze data in support of administrative and project assignments.
Ability to perform business math, analyze data and make accurate projections requiring some inference.
Ability to adapt quickly to new technology, software, situations, methods and procedures
Demonstrated ability to effectively compile and maintain complex and extensive records, prepare reports and summaries, and write and present reports in a clear and concise manner.
Knowledge of or ability to learn university infrastructure, policy and procedures, with the ability to interpret and apply policies and procedures and use judgment and discretion when precedents do not exist.
Ability to analyze operational and procedural problems and develop, recommend and evaluate proposed solutions.
Ability to use ingenuity and perspective when considering problems and implementing solutions.
Demonstrated ability to exercise confidentiality.
Ability to provide lead work direction
Excellent organizational skills and the ability to independently handle multiple tasks and priorities and successfully meet deadlines for day-to-day and long-range activities of the Center.
Demonstrated ability to work independently, exercise initiative and establish work priorities to accomplish assigned tasks and meet deadlines.
Demonstrated ability to maintain a customer-oriented, cooperative and productive work environment and relationships.
Excellent oral and written communications skills. Thorough mastery of English grammar, punctuation and spelling.
Working knowledge of Cal Poly-specific online tools and resources for email, calendaring, financial reporting and surveys.
Experience using databases to extract and analyze data in support of administrative and project assignments.
***THIS POSITION IS OPEN UNTIL FILLED***
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
Must be able to successfully pass a pre-employment background/fingerprint check.
This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).
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.
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with Cal Poly, San Luis Obispo. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment. Note: Cal Poly cannot deny an applicant a position solely or in part due to a criminal conviction history until it has performed an individualized assessment and linked the relevant conviction history with specific job duties in the position being sought.
Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.
For health and wellbeing, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
About Us Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
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About California Polytechnic State University, San Luis Obispo
Cal Poly is a nationally ranked, four-year, comprehensive public university, with approximately 17,500 undergraduate, 120 post-baccalaureate, and 900 graduate students. The Cal Poly community fosters teaching, scholarship, and service in a learn-by-doing environment where students, staff, and faculty are partners in discovery. Cal Poly has built an exemplary reputation on its learn-by-doing approach to the preparation of undergraduate and graduate students. It is a distinctive learning community offering academically focused students a hands-on educational experience that prepares them for today's scientific and technical world. Cal Poly provides a balanced education in the arts, sciences, and technology, while encouraging cross-disciplinary and co-curricular experiences. U.S. News and World Report has ranked Cal Poly #1 among public master's universities in the western United States for 24 consecutive years. The University values free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. As a campus, we welcome and nurture a rich array of different perspectives, ideas and cultures. We encourage international an...d multi-cultural education in order to prepare students for successful participation and competition in a diverse world and a global workforce. We believe that diversity of our students, faculty, and staff enlivens and enriches Cal Poly’s educational environment.