California State University
Temporary Dean's Assistant
California State University, Pomona, California, United States, 91768
Overview
Type of Appointment:
Full Time, Long Term Temporary Job Classification:
Administrative Analyst/Specialist Non-Exempt Anticipated Hiring Range:
$4,799 per month Work Schedule:
8:00am - 5:00pm Department
The Office of the Dean in the College of Education and Integrative Studies (CEIS) administers all academic and support programs for the Department of Education, Ethnic and Women\'s Studies, Liberal Studies, Interdisciplinary General Education, and the Early Childhood Studies program. CEIS supports CSU initiatives for pre-K through 12th grade learning through tutoring, enrichment, and college preparation activities. The college offers undergraduate programs, postbaccalaureate and graduate educator licensure, master\'s degrees in education, and a doctorate in educational leadership. The college emphasizes internships, field placements, community service, and faculty-designed experiences for students. Duties and Responsibilities
Administrative Support Provide executive-level administrative, analytical, clerical, and technical support to the Dean and Associate Dean. Tasks include planning and maintaining appointment calendars, scheduling meetings, travel, and related activities; assist with confidential matters; handle high-sensitivity issues with discretion. Serve as liaison between the Dean/Associate Dean and faculty to ensure travel authorizations meet deadlines and policies; ensure 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. Work effectively in a team or independently; apply judgment, accountability, discretion, and confidentiality; investigate, analyze, and make recommendations with broader administrative impact. Act as liaison between the Dean/Associate Dean and students, university administration, and campus and external offices; interpret policies and convey information accurately; serve as College\'s primary timekeeper for absence management of faculty and staff. Coordinate with Leaves to ensure payroll certification data accuracy; process CEIS Dean\'s Office student payroll and hiring forms; provide administrative support for searches, committees, and programs; arrange meeting logistics and deadlines, and track action items for Academic Senate and Provost\'s Council. Coordinate with the College\'s Budget Analyst to ensure timely submission of State and Foundation budgets and financial reports for PIE Board activities. Develop and maintain productive relationships with administrators, faculty, staff, students, and external partners; manage correspondence and information flow for the Dean/Associate Dean; open and distribute incoming mail; prepare background material for correspondence. Prepare concise reports and documents; maintain subject files, databases (e.g., payroll roster, faculty/staff roster), and related records. Assist with Annual Report, Strategic Plan, Chancellor\'s Office initiatives, MOUs, and Commencement; retrieve and research data to support agendas and reports. Make travel arrangements for the Dean/Associate Dean, including travel authorization, transportation, lodging, conference registrations, and reimbursements; maintain travel packets and documentation. Make purchases for the College; serve as an internal and external resource on policy and procedural matters. Staff Facilitate College support personnel; anticipate office needs, analyze problems, and develop solutions; assist with hiring, orientation, training, evaluation, and HR functions as needed. Order and monitor office supplies; serve as staff liaison to CEIS Chair\'s Advisory Council and All College Meetings; arrange meetings, locations, materials, minutes, and logistics. Faculty Assist department chairs and RTP Committees with maintaining RTP documents; coordinate and monitor RTP processes, receive Dean\'s evaluation, and forward packages to University RTP Committee via Academic Affairs. Coordinate Professional Leave Request deadlines, collect applications, and submit to Academic Affairs; support expanded college/faculty activities with school districts. Coordinate post-tenure review and department chair review processes; maintain rosters and schedule appointments; ensure completeness of packages and submission to Academic Affairs. Collaborate with Department Administrative Support Coordinators on faculty search logistics and scheduling. Accreditation Develop and maintain electronic accreditation documents; gather materials from assessment, departments, Clinical Placement, and Credential Services offices. Update Commission on Teacher Credentialing information; note: accreditation activities may be significant for a short period (estimated three months). Facilities Maintain departmental copiers; order supplies; manage space for special events; coordinate campus services and safety/crisis planning; maintain Disaster Management and Business Continuity Plans. Coordinate special events (Fall conference, receptions, tours); manage invitations, logistics, budgets, catering, AV, and off-campus travel as needed; reserve space; coordinate campus services with cost considerations. Technology Coordinate annual technology inventory; ensure adequate computer capacity; order replacements and peripherals; prepare salvage documentation; securely handle data storage media before disposal; manage CEIS hardware/software licensing records. Qualifications Bachelor\'s degree or equivalent training/experience in study, analysis, or evaluation leading to policy or program development/improvement. Driver\'s license, valid and in-state. Working knowledge of general practices and procedures; ability to apply policies; familiarity with budget policies; ability to interpret and apply various policies; ability in research, data analysis, reporting, and presenting; ability to manage multiple priorities and exercise independent judgment; ability to establish cooperative working relationships. Preferred Qualifications Comprehensive knowledge of university infrastructure, policies, and procedures; strong English grammar and communication skills; proficiency with office software and systems; ability to interpret policies and exercise discretion; ability to analyze problems and propose solutions; strong data analysis and projection skills; effective oral and written communication; ability to handle sensitive interpersonal situations; negotiation and project expediting skills; progressively advanced experience in a similar role or related tech experience. Ability to coordinate data interchanges and translations; knowledge to interpret reference manuals and data flow schematics. Thorough knowledge of university infrastructure and policies; working knowledge of Foundation, State and ASI policies; familiarity with BroncoDirect and Data Warehouse. Out of State Work
The California State University (CSU) system is a network of public universities... Out-of-State Employment Policy restrictions apply. For more information, see the California State University Out-of-State Employment Policy. Background Check
Cal Poly Pomona will make a conditional offer pending satisfactory completion of a background check. See the California State University Background Check Policy for details. CSU Classification Salary Range
This position is part of the CSUEU bargaining unit 9. Salary range: minimum $4,799 and maximum $6,992 per month. See the anticipated hiring range for the applicable rate. Employment Eligibility Verification
Cal Poly Pomona hires only individuals authorized to work in the United States; verification of identity and eligibility is required at hire. See I-9 Acceptable Documents. University Driving Requirement
Positions requiring driving must comply with the Authorized University Driver Policy; driving records are monitored by Risk Management. Conflict of Interest
This is a designated position under the CSU Conflict of Interest Code; disclosure forms may be required. Security & Fire Safety
Annual Security and Fire Safety Reports are available as required by law and CSU policy. Pay Transparency Nondiscrimination
As a federal contractor, the university will not discriminate based on pay inquiries; see Pay Transparency Nondiscrimination provisions. Reasonable Accommodation
Reasonable accommodations are provided; contact the ADA Coordinator for access questions or accommodations. Equal Employment Opportunity
Cal Poly Pomona provides equal opportunity in employment and complies with applicable civil rights laws and CSU nondiscrimination policies. Other Notices
For other important employment notices, visit Cal Poly Pomona\'s Employment Notices page.
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Type of Appointment:
Full Time, Long Term Temporary Job Classification:
Administrative Analyst/Specialist Non-Exempt Anticipated Hiring Range:
$4,799 per month Work Schedule:
8:00am - 5:00pm Department
The Office of the Dean in the College of Education and Integrative Studies (CEIS) administers all academic and support programs for the Department of Education, Ethnic and Women\'s Studies, Liberal Studies, Interdisciplinary General Education, and the Early Childhood Studies program. CEIS supports CSU initiatives for pre-K through 12th grade learning through tutoring, enrichment, and college preparation activities. The college offers undergraduate programs, postbaccalaureate and graduate educator licensure, master\'s degrees in education, and a doctorate in educational leadership. The college emphasizes internships, field placements, community service, and faculty-designed experiences for students. Duties and Responsibilities
Administrative Support Provide executive-level administrative, analytical, clerical, and technical support to the Dean and Associate Dean. Tasks include planning and maintaining appointment calendars, scheduling meetings, travel, and related activities; assist with confidential matters; handle high-sensitivity issues with discretion. Serve as liaison between the Dean/Associate Dean and faculty to ensure travel authorizations meet deadlines and policies; ensure 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. Work effectively in a team or independently; apply judgment, accountability, discretion, and confidentiality; investigate, analyze, and make recommendations with broader administrative impact. Act as liaison between the Dean/Associate Dean and students, university administration, and campus and external offices; interpret policies and convey information accurately; serve as College\'s primary timekeeper for absence management of faculty and staff. Coordinate with Leaves to ensure payroll certification data accuracy; process CEIS Dean\'s Office student payroll and hiring forms; provide administrative support for searches, committees, and programs; arrange meeting logistics and deadlines, and track action items for Academic Senate and Provost\'s Council. Coordinate with the College\'s Budget Analyst to ensure timely submission of State and Foundation budgets and financial reports for PIE Board activities. Develop and maintain productive relationships with administrators, faculty, staff, students, and external partners; manage correspondence and information flow for the Dean/Associate Dean; open and distribute incoming mail; prepare background material for correspondence. Prepare concise reports and documents; maintain subject files, databases (e.g., payroll roster, faculty/staff roster), and related records. Assist with Annual Report, Strategic Plan, Chancellor\'s Office initiatives, MOUs, and Commencement; retrieve and research data to support agendas and reports. Make travel arrangements for the Dean/Associate Dean, including travel authorization, transportation, lodging, conference registrations, and reimbursements; maintain travel packets and documentation. Make purchases for the College; serve as an internal and external resource on policy and procedural matters. Staff Facilitate College support personnel; anticipate office needs, analyze problems, and develop solutions; assist with hiring, orientation, training, evaluation, and HR functions as needed. Order and monitor office supplies; serve as staff liaison to CEIS Chair\'s Advisory Council and All College Meetings; arrange meetings, locations, materials, minutes, and logistics. Faculty Assist department chairs and RTP Committees with maintaining RTP documents; coordinate and monitor RTP processes, receive Dean\'s evaluation, and forward packages to University RTP Committee via Academic Affairs. Coordinate Professional Leave Request deadlines, collect applications, and submit to Academic Affairs; support expanded college/faculty activities with school districts. Coordinate post-tenure review and department chair review processes; maintain rosters and schedule appointments; ensure completeness of packages and submission to Academic Affairs. Collaborate with Department Administrative Support Coordinators on faculty search logistics and scheduling. Accreditation Develop and maintain electronic accreditation documents; gather materials from assessment, departments, Clinical Placement, and Credential Services offices. Update Commission on Teacher Credentialing information; note: accreditation activities may be significant for a short period (estimated three months). Facilities Maintain departmental copiers; order supplies; manage space for special events; coordinate campus services and safety/crisis planning; maintain Disaster Management and Business Continuity Plans. Coordinate special events (Fall conference, receptions, tours); manage invitations, logistics, budgets, catering, AV, and off-campus travel as needed; reserve space; coordinate campus services with cost considerations. Technology Coordinate annual technology inventory; ensure adequate computer capacity; order replacements and peripherals; prepare salvage documentation; securely handle data storage media before disposal; manage CEIS hardware/software licensing records. Qualifications Bachelor\'s degree or equivalent training/experience in study, analysis, or evaluation leading to policy or program development/improvement. Driver\'s license, valid and in-state. Working knowledge of general practices and procedures; ability to apply policies; familiarity with budget policies; ability to interpret and apply various policies; ability in research, data analysis, reporting, and presenting; ability to manage multiple priorities and exercise independent judgment; ability to establish cooperative working relationships. Preferred Qualifications Comprehensive knowledge of university infrastructure, policies, and procedures; strong English grammar and communication skills; proficiency with office software and systems; ability to interpret policies and exercise discretion; ability to analyze problems and propose solutions; strong data analysis and projection skills; effective oral and written communication; ability to handle sensitive interpersonal situations; negotiation and project expediting skills; progressively advanced experience in a similar role or related tech experience. Ability to coordinate data interchanges and translations; knowledge to interpret reference manuals and data flow schematics. Thorough knowledge of university infrastructure and policies; working knowledge of Foundation, State and ASI policies; familiarity with BroncoDirect and Data Warehouse. Out of State Work
The California State University (CSU) system is a network of public universities... Out-of-State Employment Policy restrictions apply. For more information, see the California State University Out-of-State Employment Policy. Background Check
Cal Poly Pomona will make a conditional offer pending satisfactory completion of a background check. See the California State University Background Check Policy for details. CSU Classification Salary Range
This position is part of the CSUEU bargaining unit 9. Salary range: minimum $4,799 and maximum $6,992 per month. See the anticipated hiring range for the applicable rate. Employment Eligibility Verification
Cal Poly Pomona hires only individuals authorized to work in the United States; verification of identity and eligibility is required at hire. See I-9 Acceptable Documents. University Driving Requirement
Positions requiring driving must comply with the Authorized University Driver Policy; driving records are monitored by Risk Management. Conflict of Interest
This is a designated position under the CSU Conflict of Interest Code; disclosure forms may be required. Security & Fire Safety
Annual Security and Fire Safety Reports are available as required by law and CSU policy. Pay Transparency Nondiscrimination
As a federal contractor, the university will not discriminate based on pay inquiries; see Pay Transparency Nondiscrimination provisions. Reasonable Accommodation
Reasonable accommodations are provided; contact the ADA Coordinator for access questions or accommodations. Equal Employment Opportunity
Cal Poly Pomona provides equal opportunity in employment and complies with applicable civil rights laws and CSU nondiscrimination policies. Other Notices
For other important employment notices, visit Cal Poly Pomona\'s Employment Notices page.
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