Administrative Assistant - Employment Services #705046938

Cal Poly Pomona Enterprises Employment Services

ANNOUNCEMENT OF POSITION VACANCY

SUMMARY: Under the supervision of the Chief Human Resources Officer (CHRO), the Administrative Assistant will work independently to perform a broad range of administrative and clerical duties. Duties and responsibilities are varied and often confidential in nature.

SOME OF THE THINGS THAT YOU WILL GET TO DO (this is only a small sampling of work variety):

• Acts as the first point of contact for all visitors.
• General administrative support such as data entry, answering telephones and greeting visitors at the front desk.
• Maintains applicable receiving area to ensure an organized professional work environment.
• Schedule meetings and appointments and arrange travel and hotel accommodations as necessary.
• Sorts and distributes incoming mail, maintain daily check log.
• Carries out administrative duties such as filing, typing, copying, binding, preparing presentations, proofing, scanning, etc.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Responsible for maintaining DMV records, tags and ensuring timely payment of fees.
• Submit and reconcile expense reports.
• Assists with coordinating various office events, public relations, marketing, and other related duties as assigned.
• Maintains document archival systems to ensure records are updated and accurate.
• Prepare payment requests as needed.
• Manage the conference room schedule, employee rosters and oversee the van checkout.
• Assist as needed with preparation of Board of Directors, committee meetings and/or Director meetings.
• Prepare meeting agendas and take meeting minutes.
• Ability to adhere to a regular work schedule which may include evenings and weekends.
• May perform duties that are not typical of the normal workday but based on business needs.

SUPERVISORY RESPONSIBILTIES:

• May be responsible for hiring, training, performance management of student employees.

MINIMUM QUALIFICATIONS:

• High school diploma or general education degree (GED) required or equivalent experience.
• 2\-5 years of office administrative experience is preferred.
• Proficient in MS Office Products (Word, Excel, PowerPoint, Calendar, Task Lists).
• Must be detailed oriented.
• Skilled in developing and maintaining professional relationships in a dynamic office environment.
• Self\-motivated and confident personality capable of interacting with all levels, including senior management.
• Ability to compose professional communication (i.e.: email, board minutes, memorandums).
• Ability to manage conflicting priorities while respecting deadlines.
• Ability to work independently, take direction well and be proactive and self\-starting.
• Must be able to maintain confidentiality.
• May require specific licensing based on department.

BENEFITS \& COMPENSATION:

Cal Poly Pomona Foundation, Inc. offers a highly competitive benefits package with no\-cost coverage for employees, making it a substantial part of total compensation. Benefits include:

* 100% employer\-paid medical, dental, and vision insurance — no monthly premium cost to employees.

* Retirement plan options to support long\-term financial wellness.

* Educational reimbursement.

* Vacation, holidays, personal holiday.

* Additional voluntary benefits.

ABOUT US: As the largest employer of students on the Cal Poly Pomona campus, the Foundation offers valuable work experience and hands\-on training to approximately 1,500 Cal Poly Pomona students each year. The Foundation offers positions in various fields; whether it is in the area of technology, science, retail, culinary arts, hospitality management, leadership or research grants, these student employees participate in Cal Poly Pomona's learn\-by\-doing philosophy and acquire practical skills in their designated field of study.

The Foundation also contributes operating support to nearly 1,100 Foundation and scholarship programs every year, including Bronco Athletics. In addition, the Foundation administers grants and contracts, contributes to campus security, and supports several university publications. The Foundation contributes over $1 million annually to Cal Poly Pomona.

*CSU along with Cal Poly Pomona Foundation strongly recommend faculty, staff, and students who are accessing campus facilities to be immunized against COVID\-19 or declare an exemption from doing so. The systemwide policy can be found at* *COVID\-19 Vaccination Interim Policy* *and any questions may be sent to* *fdnhr@cpp.edu.*

Cal Poly Pomona Foundation, Inc. is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Cal Poly Pomona Foundation, Inc. may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodation with the employer.

BACKGROUND CHECK POLICY:**

Cal Poly Pomona Enterprises is committed to protecting the health, well\-being, and safety of its campus community and assets. In furtherance of these goals, Cal Poly Pomona Enterprises will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).

The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.

In determining the suitability of the candidate for the position, Cal Poly Pomona Enterprises will give an individualized assessment to any information regarding the criminal conviction history that the applicant submits for consideration such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.