Salary Range: CSU Salary Range: $2,846 - $4,998 per month (Anticipated Hiring Range: $3,300 - $3,800 per month)
***THIS POSITION IS OPEN UNTIL FILLED***
Academic Personnel (within the division of Academic Affairs) oversees all personnel processes, policies, and procedures for the campus that are related to academic personnel. The Associate Vice Provost for Academic Personnel reports directly to the Provost and Executive Vice President for Academic Affairs. Academic Personnel provides leadership and support for 1500+ faculty unit employees, academic student employees, and academic management employees in organizational development and effectiveness, position management and classification, recruitment and selection, employment, compensation, personnel policies and records, professional development, employee relations, labor relations/collective bargaining, performance management, succession planning, employee recognition programs, HR information systems (HRIS), and employee information security. The office is responsible for the HRIS documentation of comprehensive personnel actions for academic employees, and developing business processes for each of these actions. The functions of the office have a broad impact on a wide range of academic employees, 50+ academic departments and programs, six colleges, and other academic units and administrative offices.
Under the general supervision of the Director of Academic Employment, the Academic Employment Coordinator: provides primary support and HRIS documentation for the quarterly appointment processes for lecturers and teaching associates; completes HRIS documentation of personnel and employment-related data for new employees; serves as Class Climate coordinator and provides primary support to the online student evaluation of faculty process; functions as the CALPOLYJOBS help desk for faculty applicants; processes background check requests for faculty applicants; updates and maintains the website for Academic Personnel; provides administrative support to the AVP and Provost's review of faculty evaluation files in the RPT process; assists with other projects as needed and assigned by the Vice Provost and Assistant Vice Provost, Director of Academic Employment, Lead Employment Analyst, Lead Faculty Recruitment/Process Analyst, and other Academic Personnel staff.
This position functions as the Academic Personnel receptionist, verification of employment coordinator, HRIS documentation support staff, class climate/student evaluation system administrator, faculty applicant help desk and background check coordinator, technology support and webmaster and faculty evaluation assistant.
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. Four years of general office support or related 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, DEGREES, CREDENTIALS: Possession of a valid driver's license or the ability to obtain by date of hire.
Thorough and detailed knowledge, or the ability to quickly learn, university infrastructure, policies and procedures.
Ability to independently interpret and apply university, college and department policies and procedures and use discretion to act when no precedent exists.
Ability to research, compile, review, and evaluate data from a variety of sources to develop valid conclusions and make appropriate recommendations. Ability to develop alternatives and implement the most feasible solution.
Ability to maintain a high degree of confidentiality, discretion, and good judgment, and to present a professional demeanor in various situations.
Excellent organization and time management skills to coordinate multiple activities simultaneously with fluctuating deadlines in a fast-paced environment. Ability to determine the relative importance of tasks, set own priorities and deadlines and complete projects accordingly. Ability to reschedule and distribute work assignments based on shifting priorities.
Ability to effectively handle interpersonal interactions and the ability to establish and maintain cooperative working relationships with other employees and interact effectively with the general public and campus community.
Effective problem solving skills, and demonstrated ability to prioritize and organize work and meet deadlines.
Thorough knowledge of the English grammar, spelling and punctuation. Strong written and verbal communication skills; demonstrated competency in effectively writing correspondence and presenting information in writing.
Excellent oral and written communication skills including proofreading skills to edit documents with close attention to detail.
Thorough knowledge of office systems, methods, procedures, and practices with the ability to troubleshoot problems that arise in the use of technology, systems and packages.
Thorough knowledge of computers and standard office software including word processing, spreadsheets, databases, calendaring, and email. Ability to quickly learn new computer applications and adapt to changing policies, procedures, and technology.
Ability to learn and apply a variety of Cal Poly-specific applications and learn new programs and applications on a continual basis.
Ability to maintain confidentiality with confidential personnel information and records and to handle sensitive situations with tact and confidentiality.
Ability to perform detailed work and track data with a high degree of accuracy and efficiency.
Ability to work efficiently and effectively both independently and in a team environment.
Ability to calmly and appropriately handle frustrated individuals and situations. Ability to independently make effective decisions and judgments in emergency situations. Ability to handle potentially sensitive situations.
Experience with website maintenance and editing.
Familiarity with Cal Poly email and calendaring systems (Office 365), PeopleSoft Human Resources database, Polydata HR dashboards, CalPolyJobs applicant and employment user sites or other applicant tracking systems, PIMS (State Controller database), and payroll imaging systems, with ability to learn new systems and applications quickly
Familiarity with ClassClimate student evaluation system, reporting, security access, and interfaces
Ability to manage large quantities of data resulting from course evaluation surveys, and ability to create meaningful reports, graphs, and data analytics
Experience with MS Word, Excel, Access, and PowerPoint; Adobe Acrobat Professional, and image/photo editing software
Experience with Drupal web editing software and institutional online presence and branding principles
Familiarity with academic employee data record and employment history research and analysis
Familiarity or experience working with higher education personnel hiring and pay policies and practices, especially as it relates to academic employees (faculty and academic student employees)
***THIS POSITION IS OPEN UNTIL FILLED***
Must be willing to travel and attend training programs off-site for occasional professional development.
Work with a computer keyboard daily to enter and retrieve data.
Communicate in person, by email or by telephone with job applicants, references for job applicants, mortgage company representatives, loan officers, external personnel offices, Cal Poly's human resources office, payroll office, Provost's office, colleges and departments, faculty, staff, managers and students throughout the day.
Must be able to work occasional overtime during defined periods to meet contract deadlines, and during peak recruitment activity. Willingness to defer taking time off during peak periods in order to meet contract and campus deadlines.
This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).
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.
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.