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 DEPARTMENT:

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 a recognized leader in undergraduate engineering education and is the largest college on the Cal Poly Pomona campus.

There are seven academic programs the Departments of Aerospace Chemical & Materials Science Civil Electrical & Computer Electromechanical Engineering Technology Industrial & Manufacturing and Mechanical Engineering the MEP-WiSE program and the Advising Center. At present the College of Engineering has approximately 8000 undergraduate and graduate students over 170 temporary faculty approximately 100 tenure-line faculty and 37 staff members. The college practices a learn-by-doing education philosophy and links theory to practice.

Students participate in real-world engineering problem-solving through internships senior class projects and senior capstone design experiences. We graduate day-one professionals who are highly sought after by the industry. Teaching student learning and student success are our major priorities and active research and scholarly activities are expected of faculty. To support these priorities 62% of our 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 reimbursement 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 department chair 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.

• Instruct undergraduate and graduate students concerning various administrative functions and help them become familiar with and 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…