Joint Physical Sciences

Apply now Job no: 554579
Work type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Department Operations:
Chemistry and Biochemistry & Physics and Astronomy Reception & Office Support

• Answer incoming calls and respond to emails. Greet and assist students, faculty, staff, and others with a professional and welcoming demeanor.
• Serve as the primary information resource for university and department policies and procedures.
• Resolve problems that arise in assigned areas of responsibility using judgment and discretion.
• Communicate issues clearly and proactively to the Chair, ASCII, and Instructional Support Staff.
• Support department events and meetings, e.g., assist with room reservations, prepare and post flyers, and procure supplies.
• Handle incoming and outgoing mail/parcels for the department.
• Maintain organization of faculty mailboxes.
• Assist in distributing and maintaining a log of all department paychecks.
• Chairs' Assistant Assist in disseminating correspondence to and from the chair.
• Receive visitors who have an appointment with the Chair and appropriately screen those who do not.
• Assist the chair with scheduling meetings, appointments, and other calendar-related responsibilities.
• Help the department chair download and share student evaluations of instructors.
• Assist the Chair in the analysis/archival of instructional assessment materials.
• Assist with taking minutes at department meetings.
• Information Track and post university and department information for registration, events, advising, petition processing, etc., to the department webpage public displays.
• Obtain faculty class schedules/office hours, advisor/advisee lists, room schedules, and other documents updated each term and post as appropriate.
• Assist the chair in managing the website and refreshing information.
• Create lists of faculty advisors and assigned student advisees.
• Compile a list of faculty office hours and post faculty schedules outside offices.
• Attend appropriate training courses to remain up-to-date with policies, procedures, and software systems at the university.
• Course Scheduling Assist Chair/Associate Chair/ASC II with course scheduling each term when needed.
• Assist with permission number requests, the PERC process, monitor course enrollments, etc.

• Provide basic information and direct students to appropriate resources (e.g., faculty advisors, College Advising Center, Registrar, etc.)
• Direct students to appropriate advising areas.
• Track student academic petition processing and provide final decisions to students.
• Assist in maintaining records for current majors, inactive majors, and alumni.
• Respond to student registration issues in person and electronically to help them enroll for classes (Bronco Direct).
• Direct students to pre- and co-requisite requirements and assist students with questions regarding the university catalog, Degree Progress Report, etc.
• Assist with orientation sessions for incoming students; compile student lists, prepare documents, answer student questions, and issue permission numbers as appropriate.

• High School Diploma/GED Or equivalent
• Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle m1,1ltiple work unit priorities and projects.
• Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. Ability to draft and compose correspondence and standard reports; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

• B.A. or B.S. degree in field related to position
• Minimum 4 years of progressively responsible experience in office work, administrative support work, and/or student service.
• Ability to work independently and handle multiple work priorities and projects.
• Ability to plan, organize and complete complex tasks.
• Ability to recognize problems and needs, to be proactive, to receive feedback, and to work collaboratively.
• Ability to maintain a cheerful manner, listen attentively, and employ compassion when interacting with faculty, staff, and students.
• Ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and sensitive in nature.
• Ability to know in detail and follow all University policies and procedures.
• Ability to apply a variety of policies and…