Type of Appointment: Full Time, At-Will

Job Classification: Administrator II

Anticipated Hiring Range: $7,732 - 8,500 per month (Commensurate with qualifications and experience)

Work Schedule: Monday - Friday, 8:00 am - 5:00 pm


THE DEPARTMENT:

This position is located in The Collins College of Hospitality Management. The Collins College of Hospitality Management provides Bachelor of Science and Master of Science degree programs in Hospitality Management. For more information, please see: https://www.cpp.edu/~collins/

DUTIES AND RESPONSIBILITIES:

Budgets, Forecasts, & Reports: 

• Comprehensive Budget and Financial Forecasting: Lead the strategic development and ongoing management of multiple complex budgets and financial forecasts for the Collins College of Hospitality Management, employing advanced financial acumen and discretion in handling sensitive fiscal and personnel matters. The budgets and reports include the following: The annual state budget for the Collins College of Hospitality, self-support entities such as the College of Professional Global Education (CPGE), aka the Collins College Graduate School program, restaurant at Kellogg Ranch, fundraising events, such as Hospitality Uncorked, other financial models and forecasts for new initiatives as needed 
• Advanced Financial Reporting: Lead the creation of detailed financial reports that not only provide comprehensive data summaries but also offer in-depth clarifications and elucidations. These reports critically assess how well the financial strategies of Collins College align with its vision, mission, and strategic goals, thereby informing long-term planning and decision-making at the campus and systemwide levels. 
• Specialized Reporting for Accreditation and Compliance: Develop and manage the financial sections of key compliance reports for external bodies such as the Accreditation Commission for Programs in Hospitality Administration (ACPHA) and WASC Senior College and University Commission. Include expert commentary that reflects the financial integrity and strategic financial planning of the college, crucial for maintaining accreditation standards and enhancing educational quality. 
• Financial Stewardship and Donor Fund Management: Evaluate and interpret financial reports from the University Foundation Enterprises and University Philanthropic Foundation, advising on strategic allocation of funds in alignment with donor intents. This includes overseeing significant financial activities ranging from major capital expenditures to funding college activities and scholarships, ensuring transparency and fulfillment of donor expectations.
• Strategic Partnership and Financial Planning: Collaborative Financial Strategy Development: Work closely with the Dean to align college financial goals with state funding models, focusing on target FTES and Foundation funding. Engage in high-level strategic discussions to shape financial policies and initiatives that have broad and far-reaching impacts on the college’s operational and academic success.

Resource Management and Strategic Expenditure Planning:

• Strategic Communication of Resource Needs: Lead in articulating and advocating for the resource needs of Collins College to key stakeholders, including college administrators and the Board of Advisors. This involves providing strategic justifications for resource allocations that align with the college’s long-term goals and ensuring that these communications are clear, persuasive, and backed by comprehensive data.
• Advanced Collaboration and Evaluation of Budget Requests: Take a leadership role in evaluating and processing budget allocation requests by collaborating with critical internal and external parties. For instance, in a project requiring the installation of security cameras at the College, assume a central role in the collaboration with the Dean of Collins College and CPP’s Capital Project Specialists. Lead the discussion on project needs, operational impacts, and strategic benefits, ensuring alignment with institutional safety and strategic objectives.
• Efficient Handling of Project Documentation: Oversee and ensure the completion of necessary forms and documentation for budget allocations and capital projects, streamlining processes to enhance operational efficiency. Utilize advanced project management skills to monitor project timelines and deliverables, ensuring resources are allocated effectively and projects are executed according to strategic plans. Purchase and oversee the inventory management process for college promotional items. Provides procurement and budgeting guidance and support to College’s Culinary Lab Coordinator. Creates and maintains documents for faculty computer refresh program, oversees the computer/equipment inventory, and works with IT for purchases. Serves as liaison to the CPP Business and Continuity Plan and manages the College’s plan.

Strategic Personnel Management and Faculty Affairs:

• Faculty Contract: Engage directly with the Director of Academic Personnel and/or Assistant Vice President of Faculty Affairs on decisions regarding faculty contracts. Act as a key strategic advisor, ensuring that contract terms align with college strategic goals and comply with systemwide policies.
• Budget and Faculty Resource Planning: Collaborate closely with the Associate Dean and Department Chair to manage budget issues related to faculty workloads, assigned time, new hires, retirements, Faculty Early Retirement Program (FERP) arrangements, leaves of absence, and sabbatical leaves. Provide strategic guidance to optimize resource allocation and personnel planning in line with academic priorities.
• Management of Academic Timetables and Compliance: Oversee and ensure the timely and accurate completion of paperwork for sabbaticals, family medical leaves, research scholarships, and creative grant activities, including all necessary absence reporting. Employ expert knowledge in policy and compliance to manage these processes efficiently, ensuring alignment with both internal standards and external regulations.
• Oversight of Recruitment Processes: Lead the practical, compliance, and budgetary aspects of faculty and staff recruitment efforts. Ensure that recruitment strategies are equitable, meet organizational needs, and comply with relevant laws and policies. Streamline and enhance recruitment processes to improve efficiency and effectiveness.
• Management of Foundation Enterprises Employment: Oversee the job postings and hiring processes for the College's Foundation employees, ensuring compliance with employment standards and institutional goals. Post-hire, monitor their timesheets and workloads, providing guidance and support to optimize their contribution to college operations. Positions include support with accounts payable and accounts receivable paperwork to go to Foundation, annual fundraiser support staff, culinary staff. 
• Management of Student Assistant Employment: Oversee the job postings and hiring processes for Student Assistants, ensuring compliance with employment standards and institutional goals. Post-hire, monitor their timesheets and workloads, providing guidance and support to optimize their contributions to college operations. Maintains files records and Personnel Action Files (PAF) for administrative staff and faculty. 

Strategic Oversight of Financial Operations:

• Comprehensive Management of Financial Functions: Lead the preparation, oversight, and monitoring of all routine financial functions at Collins College. This includes managing payroll processes, contract income and expenditures, grants, and adjunct faculty contracts, ensuring strategic alignment with the college’s financial goals.
• Expert Advisory on Faculty Financial Matters: Serve as a key advisor on complex funding issues related to faculty entitlements, promotions, and range elevations. Utilize advanced knowledge of fiscal policies and academic standards to guide decisions that affect faculty compensation and career progression.
• Strategic Management of Travel and Equipment Expenditures: Oversee travel submissions and manage travel documentation for Collins personnel (Faculty & Staff), ensuring compliance with university policies and budgetary constraints. Direct the purchasing of equipment and supplies, including those for specialized labs, and monitor budgets associated with student product fees to ensure fiscal responsibility and resource optimization.
• Efficient Handling of Financial Documentation: Ensure the accurate and timely processing of all financial-related paperwork, including requests for invoices and interdepartmental transfers. Implement streamlined processes to enhance the efficiency of financial operations and ensure compliance with university and external funding regulations. Serves as a resource person and active member on College Budget Committee.

General business operations

• Manage coordination and integration of efforts among operations to produce smoother workflow and more cost-effective business processes.
• Develop more effective and efficient processes for college operations
• Analyze, plan, and recommend improvements for student services and satisfaction through policy and procedural changes.
• Engage, communicate, and explain new directives, policies, or procedures to managers and staff; meet with staff to answer questions and maintain morale.
• Advise the Dean on the need for and priority of information system enhancements and develops proposals and plans for meeting those needs.

QUALIFICATIONS:

• Bachelor's Degree - AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
• Driver License, Valid and in State Valid CA Driver's license with insurance.
• Six (6) years of related experience managing complex operations.
• Previous work in higher education setting in an academic unit
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
• Expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods.
• Ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Manage the day-to day operations of the area and is accountable for short- and long-term goals and objectives.
• Serve as a key technical adviser to executives and management.
• Independently manage and implement complex projects and business solutions within the organization and uses substantial judgment in the analysis, interpretation, integration and application of complex data.
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to develop new strategic approaches and solutions.
• Ability to work with representatives from public and private entities and handle potentially sensitive situations.
• Demonstrated consultative skills in working with internal and external constituent groups
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
• Ability to train others on new skills and procedures and provide lead work direction

PREFERRED QUALIFICATIONS:

• Four years of progressively responsible analytical experience including work involving the preparation, justification, and analysis, or the control and administration of a budget and a budgetary program OR four years of professional experience as an administrative support person in a higher education setting, including knowledge and responsibility for financial and expense processing and reporting.
• Bachelor's degree in accounting, or Finance.
• Demonstrated expertise in CSU and CSU-specific Foundation budgeting and accounting policies and procedures.
• Knowledge of University organization, policies, goals and mission.
• Knowledge of faculty, staff and MPP positions and types of appointments.
• Basic knowledge of the hospitality industry.
• Must have the ability to effectively work and collaborate across cultures in person and in an online environment. 
• Must have strong command of spreadsheet software, i.e., Excel.
• Problem solving and some other higher order abilities.
• Must be able to process a variety of complex financial transactions and monitor annual budgets.
• Must be able to create financial models to outline revenue and impact of existing and proposed options for simplified reporting to management.
• Must be able to conduct analysis that drive decision making and resource allocation

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona 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 will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history 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. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,053 and maximum $16,221 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

Outside Employment Disclosure

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request. For more information, go to the Outside Employment Disclosure policy.

Child Abuse/Neglect Reporting Act (CANRA)

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. Read more at the California Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.