Administrative Assistant - Office of Research and Sponsored Programs #738655746

Cal Poly Pomona Enterprises Employment Services

ANNOUNCEMENT OF POSITION VACANCY

This is a full-time, 40 hours per week, non-student position. CPP students are not eligible for this position. Work schedule is Monday-Friday 8:00am-5:00pm. 

SUMMARY: Under general supervision, this position provides administrative support to ensure smooth daily operations of the Office of Research and Sponsored Programs. The role handles a range of routine and confidential tasks, working independently on established processes and seeking directions on new or unfamiliar assignments. The position supports the Director by coordinating schedules, preparing documents, assisting with basic fiscal and HR-related paperwork, and helping track deadlines and project milestones. The role also serves as an administrative liaison to Foundation Grants and Contracts by facilitating communication, routing post-award documents, and helping monitor required follow-up actions. In addition, this position organizes and coordinates meetings, events, and small projects on behalf of the Director and serves as a point of contact for internal and external stakeholders.

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

• General administrative support such as data entry, answering telephones and greeting visitors.
• Manage Director/ORSP calendars and resolve scheduling conflicts.
• Act as a liaison between Sponsored Pre-award and Post award offices to ensure seamless communication and coordination.
• Organize and retain compliance records, including 700u forms and CITI certificates, to meet regulatory standards.
• Organize program and event logistics.
• Assist the ORSP Lead in establishing and managing subawards, including preparing documentation and facilitating communication with collaborating institutions.
• Support the ORSP Lead with account set up for new awards and amendments and facilitating all related administrative processes.
• Assist with preparing and processing No-Cost Extension (NCE) requests for sponsored projects.
• Arrange travel and prepare expense reports for Director and ORSP staff.
• Draft correspondence for Director of the Office of Research and Sponsored Programs.
• Screen calls and mail.
• Update and proof Office of Research and Innovation website content.
• Contribute to policy and procedure development.
• Develop tools for fiscal tracking and reporting.
• Arrange travel for Director and department members.
• Advise on policies, event planning, and developing departmental forms.
• Ability to adhere to a regular work schedule.
• May perform duties that are not typical of the normal workday but based on business needs.

SUPERVISORY RESPONSIBILITIES: May be responsible for hiring, training, performance management of student employees.

MINIMUM QUALIFICATIONS:

· High school diploma or general education degree (GED) required.

· 2-5 years of office administrative experience is preferred.

· Proficient in MS Office Products (Word, Excel, PowerPoint, Calendar, Task Lists).

· Ability to manage conflicting priorities while respecting deadlines.

· Ability to work independently, take direction well and be proactive and self-starting.

· May require specific licensing based on department.

Additional Expectations:

• Maintain professionalism, discretion, and courtesy in all interactions, including those involving confidential or sensitive information.
• Contribute to a respectful and collaborative work environment that reflects the values of Cal Poly Pomona Foundation and the University and supports colleagues across diverse backgrounds and roles.
• Provide clear, supportive guidance to student assistants working in the office.

            Cal Poly Pomona Foundation, Inc. offers a rich benefits package that constitutes a major portion of total compensation (paid medical/dental/vision, retirement, educational reimbursement, etc.).

CSU along with Cal Poly Pomona Enterprises 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 [email protected].

Cal Poly Pomona Enterprises, Inc. is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, Cal Poly Pomona Enterprises, 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.