Salary Range: CSU Salary Range: $3,115 - $5,475 per month (Anticipated Hiring Range: $3,333 - $4,000 per month)
CAL POLY ARTS - Administrative Support Coordinator II. Cal Poly Arts in the College of Liberal Arts at California Polytechnic State University, San Luis Obispo, California is seeking a highly organized and motivated individual to fill the role of Office Administrator (Administrative Support Coordinator II). Cal Poly Arts is the presenter of professional touring artists and companies booked into the Performing Arts Center on campus. The Office Administrator is the hub for office activities, maintaining budgets, correspondence with other departments and entities within the University, as well as working with artists and agents to fulfill contractual obligations, make payments and other responsibilities within the artist/presenter relationship for currently 35-40 contract agreements per year.
The purpose of this position is to provide the full range of administrative coordination and support to the Director, Cal Poly Arts staff, on-campus and off-campus contacts, and the general public as needed. Under the general direction of the director, the role of the Administrative Support Coordinator II (ASC II) is to provide full administrative coordination oversight and support for department operations. Areas of influence include financial and budget oversight, office coordination, contract review and coordination, and other areas to be assigned. The office staff is composed of the director, the office administrative coordinator (current position), a development coordinator, a program/development analyst, and a marketing/public relations specialist.
The Office Administrator's primary responsibilities fall within the areas of contracting with artists for performances at Cal Poly; assisting the Director in the development, tracking and maintenance of departmental budgets and finances; assisting the Program/Development Specialist in coordinating the Poly Arts for Youth Arts Education Program; and providing administrative support for the department, particularly in its relationships with other units on campus, such as facilities, Cal Poly Corporation accounting, and the College of Liberal Arts Dean's Office. A typical day might involve reviewing artist contracts to make sure they conform with Cal Poly Arts' offer documents; requisitioning checks from Cal Poly Corporation to pay financial obligations; coordinating departmental payroll; maintaining spreadsheets with budgets for each of our programs; and handling incoming mail and phone communications.
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Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. Check our benefits website for additional information.
Minimum Qualifications (Staff Only):
Education and Experience:
High school diploma or its equivalent. Type 45 wpm. Five years of general office support or technical experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience)
Licenses, Certificates, Credentials:
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
Thorough knowledge of English grammar, spelling and punctuation.
Ability to interpret, communicate and apply policies and procedures.
Demonstrated ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Working knowledge of or ability to quickly learn University infrastructure, policies and procedures.
A Bachelor's degree.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
Interest in and/or experience working in/for an arts-related organization.
***THIS POSITION IS OPEN UNTIL FILLED***
Must be willing to travel and attend training programs off-site for occasional professional development.
On occasion, must be able to work overtime, occasional holidays, and adjust working hours to accomplish special assignments. May be called back periodically to perform work as needed on an emergency basis.
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Must be able to successfully pass a pre-employment background/fingerprint check.
This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with Cal Poly, San Luis Obispo. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment. Note: Cal Poly cannot deny an applicant a position solely or in part due to a criminal conviction history until it has performed an individualized assessment and linked the relevant conviction history with specific job duties in the position being sought.
Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.
For health and well-being, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
About Us Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
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About California Polytechnic State University, San Luis Obispo
Cal Poly is a nationally ranked, four-year, comprehensive public university, with approximately 17,500 undergraduate, 120 post-baccalaureate, and 900 graduate students. The Cal Poly community fosters teaching, scholarship, and service in a learn-by-doing environment where students, staff, and faculty are partners in discovery. Cal Poly has built an exemplary reputation on its learn-by-doing approach to the preparation of undergraduate and graduate students. It is a distinctive learning community offering academically focused students a hands-on educational experience that prepares them for today's scientific and technical world. Cal Poly provides a balanced education in the arts, sciences, and technology, while encouraging cross-disciplinary and co-curricular experiences. U.S. News and World Report has ranked Cal Poly #1 among public master's universities in the western United States for 24 consecutive years. The University values free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. As a campus, we welcome and nurture a rich array of different perspectives, ideas and cultures. We encourage international an...d multi-cultural education in order to prepare students for successful participation and competition in a diverse world and a global workforce. We believe that diversity of our students, faculty, and staff enlivens and enriches Cal Poly’s educational environment.