Civil Engineering Administrative Analyst

Overview

Type of Appointment:
Full Time Probationary

Job Classification:
Administrative Analyst/Specialist Non-Exempt

Anticipated Hiring Range: $4799 - $5093

Work Schedule:

Monday - Friday 8:00 a.m.

- 5:00 p.m.

The mission of the College of Engineering is to produce well-qualified engineering graduates who are ready for immediate and productive entry into the workforce or for graduate studies. The college provides practice-oriented education based on sound engineering principles and applications while emphasizing collaboration communication and the creative skills needed to be leaders in a global society. The College of Engineering is the largest college on the Cal Poly Pomona campus with seven academic programs and multiple departments and centers.

The college teaches through internships, senior class projects and senior capstone design experiences and values research and scholarly activity. To support these priorities, 62% of instructional spaces are devoted to laboratories.

Office Administration and Budget

• Lead responsibility for the daily operations of the Civil Engineering department office and serve as the first point of contact for approximately 1600 students, 25 full time faculty members and about 50 part-time faculty members.
• Respond accurately and efficiently to personal mail, email and telephone inquiries from media, the public, potential and current students and concerned parents.
• Coordinate multiple Outlook calendars and schedules.
• Order supplies, maintain copier and computer office equipment with P-card or purchase orders.
• Analyze and compile course offerings to maximize space utilization and enter data into People Soft.
• Oversee the department's student graders and assistants. Track student hours, performance and costs to the department and college.
• Recommend improvements to the department chair concerning operational functions to achieve department goals.
• Process, organize and maintain contact with alumni and industry representatives assisting connections with student candidates.
• Coordinate visits and tours for off-campus guests and host potential donors.
• Coordinate Civil Engineering Industry Advisory Board meetings, tours and lunches.
• Compile and track all department financial data and reports for multiple accounts including grants, campus programs, scholarships and general funds.
• Organize, evaluate and verify that State and Foundation accounting procedures are followed. Create, evaluate and provide current financial reports showing expenditures and forecast spending.
• Track financial balances for student clubs, faculty advisors and provided reports for clubs funding and expenditures.
• Independently process donations via Raisers Edge software: cash, equipment and gifts in kind; coordinate appropriate documentation of gifts, acknowledgements, donor recognition, placement and acquisition planning.
• Generate and process purchase requisitions for faculty purchases from grants. Process reimbursements to faculty, staff and students with direct pay or disbursement vouchers.
• Process interdepartmental transactions (IDT) and Inter-Company Transactions (ICT). Reconcile state and foundation P-card transactions for the department and assist faculty with reconciliation process.
• Hire student assistants and track and approve hours via Kronos. Delegate for the department chair to review and upload faculty travel documentation in Concur.

Student Support

• Instruct undergraduate and graduate students concerning various administrative functions and help them work through campus policies and procedures.
• Place and remove advising holds; oversee the processing of petitions and other documentation.
• Interact and mentor students to resolve problems and serve as a primary resource for information.
• Expedite the processing of graduate student applications and current graduate students petitions.
• Refer students to the appropriate advisor as necessary.
• Serve as a resource for student clubs and professional societies to develop their events and activities.
• Process student travel documentation and reimbursements; input all documentation to dean’s office shared file.
• Assist competition teams with their events and activities. Process financial documentation for student clubs and teams including disbursement vouchers and purchase requisitions.
• Create spreadsheets to analyze, track and report account balances for clubs and teams and ensure all campus policies and procedures are followed.
• Analyze and process Student Scholarship Awards and forms.

Chair and Faculty Support

• Independently create spreadsheets and provide the chair with student and faculty statistical data such as FTEs, WTUs, number of students in programs, remedial courses, graduates, honor students, GWTs.
• Research and prepare reports on student class performance. Provide information and support for ABET accreditation activities, pre-visitation preparations and on-site visitations.
• Lead responsibility to gather, analyze and present reports for space availability and…