Cal Poly Pomona


Recruitment No. 50696
Classification Title Administrative Support Coordinator II
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department English & Foreign Languages
Timebase Full-Time
Type of Appointment Probationary
Application Materials Required University Application, Resume and Cover Letter required
Classification Salary Range $3,155 - $4,677
Anticipated Hiring Range $3,155 - $3,636
Recruitment Closing Date 3/17/14


The English and Foreign Languages Department provides a complex array of services from remedial classes to the graduate level M.A. program. 


The Department Coordinator functions as a clerical and administrative support for the department, including but not limited to:

Department Scheduling

  • Maintains past and present status of course enrollments for use in determining classes to be offered each quarter; assists and advises department chair and coordinators with course scheduling decisions involving numbers of sections to be offered and best time of day to offer classes
  • Uses input from coordinator, prepares and maintains quarterly faculty teaching schedules with Full Time Equivalent Students  workload, and current step and salary for lectures
  • Uses spreadsheets to compare target FTES assigned by college with actual FTES obtained; enters information on Excel spreadsheet indicating quarterly and annual enrollments, numbers of sections, and FTES by section and program; updates with maximum, pre-registration, and census enrollments; makes adjustments on spreadsheets as classes are dropped or added
  • Keeps detailed records on all faculty assigned time, reassigned time, grants, and contracts; makes changes to schedule at the direction of department chair
  • Coordinates and prepares forms for class scheduling; enters final class schedule into PeopleSoft and updates when changes, additions, deletions, etc are made; arranges for alternate classrooms when rooms are inadequate for various reasons; prepares memos to faculty informing them of their schedules for the following quarter; suggests alternatives when lectures require a change in teaching schedules; copies information into Excel and downloaded from Data Warehouse to provide department with a user-friendly record of the courses offered for each quarter.

Lecturer Budget

  • Prepares reports, worksheets, and calculations for use in determining lecturer budget; keeps detailed records of department allocation, including adjustments for assigned time, reassignment time, leaves and lectures.
  • Keeps detailed reports on lectures including salary rank and step, entitlements, and current academic assignment to determine if departments will have sufficient funding to staff classes each quarter and meet the FTES target assigned by the college
  • Keeps current information as tenure-track schedules are adjusted.

Lecturer Appointments and History

  • Initiates appointment memos and required forms for lectures each quarter; prepares memos required by any chances in appointments; keeps record of changes in rank/step.
  • Determines the complex process of each lecturers entitlement to future teaching assignments according to CBA articles and order of hire

Staff Hiring Assistance and Work Direction

  • As vacancies occur, works with Human Resources to schedule and interview applicants; arranges with others to assist in the interview process; makes recommendations as to hiring decision; orients and trains new staff
  • Coordinates work delegation among staff; oversees administrative assistant to ensure that deadlines are met; handles problems as appropriate; periodically reviews work assignments among staff, adjusting for changes in programs, budgets, and skills; provides input into staff evaluations; consults with staff on ways to improve efficiency in the department

Additional Department Responsibilities

  • Serves as a resource and assists students and faculty with problems/questions regarding university and department procedures
  • Takes and transcribes minutes at each department meeting; assists with department events such as Outstanding Student Luncheon; assists with picking up paychecks from Dean’s Office and distributing them to faculty and staff; prepares all travel forms and expenses claims for faculty and monitors travel budget.


High School diploma or its equivalent AND five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.  Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.  Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write 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.

Finalists for this position may be required to submit to and successfully pass a background check prior to being hired.


Lead work experience (and work experience) working students and faculty in higher education environment; experience in an academic department; Proficient in Excel, Filemaker, and Peoplesoft.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits 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 covered veteran status.


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.

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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:


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.


Achieving Excellence as a Learning-Centered University