Civil Engineering Administrative Analyst

Civil Engineering Administrative Analyst

Job no: 554368
Work type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Type of Appointment: Full Time, Probationary
Job Classification: Administrative Analyst/Specialist Non-Exempt
Anticipated Hiring Range: $4,799 - $5,093
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 8,000 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 1,600 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 club faculty advisors and provided reports for club's funding and expenditures.
• Independently process donations via Raiser's 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…