ADMINISTRATIVE ASSISTANT

Recruitment No.	50236
Classification Title	Administrative Support Assistant II
Collective Bargaining Unit	CSUEU/Bargaining Unit 7
College/Department	Office of Research & Sponsored Programs
Timebase	Full-Time
Type of Appointment	Probationary
Application Materials Required	University Application and Resume Required
Classification Salary Range	$2,505 - $3,758 per month
Anticipated Hiring Range	$2,505-$2,923 per month
Recruitment Closing Date	10/20/08

THE DEPARTMENT

The Office of Research and Sponsored Programs (ORSP) provides leadership and support to the University's academic units, i.e., the colleges, schools and departments, as well as to individuals and groups of faculty. The staff of the ORSP assists faculty and campus staff in obtaining external funding through grants and contracts, and ORSP is the central source of information on major government agencies, foundations and corporations that support research and programs on campus.

DUTIES AND RESPONSIBILITIES

The Administrative Assistant plays a leadership role in supporting the operational/administrative functions of the Office of Research and Sponsored Programs. Coordinates the Directors calendar, makes travel arrangements; completes travel expense reports; provides input on customer service practices and on office policies and procedures; leads in selection and daily oversight of student assistants; serves as front-end contact person for faculty and staff who are visiting or phoning the Office; directs inquiries; maintains administrative files. Develops, enhances and maintains an Access database or other format to analyze, track and report on proposal information; assists with managing ORSP staff schedules, projects and job duties; establishes procedures for maintaining personnel files for staff; creates and maintains personnel files for staff; maintains tracking system to ensure staff performance evaluations are initiated and completed in a timely manner. Assists Director in providing complex budget analysis, tracking and reconciliations support for all ORSP budgets and expenditures (State, Foundation and RSCA budgets); provides coordination to support the development work of the ORSP staff; updates and maintains streamlined ORSP office procedures for creating, completing, tracking, retaining and purging proposal and contract files; assists Director in ensuring smooth and efficient operation of computer hardware and software; assists Director and provides direct support staff services to the University Research Council; provides support for all ORSP outreach activities designed to stimulate and acknowledge sponsored program activity including regular and special workshops, events and activities; and performs other duties as assigned.

QUALIFICATIONS

High School diploma or its equivalent. Three years of experience in general office clerical or secretarial work or the equivalent. General working knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of office methods, procedures, and practices. Thorough knowledge of English grammar, punctuation and spelling. Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies. Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions. Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data. Ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills. Demonstrated competence in effectively presenting standard information in writing. Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions. Typing and keyboarding skills.

PREFERRED EXPERIENCE

Proficient in the use of MS Office 2007 software packages; knowledge of the internet and ability to perform internet searches; experience in a higher education setting; some knowledge or experience with grants and contracts.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on gender, race, sexual orientation, national origin, disability, marital status, age, religion, or veteran status. Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.

Achieving Excellence as a Learning-Centered University