Type of Appointment: Full-Time, At Will 

Job Classification: Administrator I 

Anticipated Hiring Range: $130,000 - $140,000 annually (Commensurate with skills and qualifications) 

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified 

Recruitment Closing Date: Open until Filled

Priority Consideration Date: June 26, 2026

 

THE DEPARTMENT:

Counseling and Psychological Services (CAPS) is an organizational unit of the Student Inclusion and Belonging Cluster within the Division of Student Affairs. The unit strives for excellence in student services by adhering to the Values adopted by the Division (i .e., a Student-Centered Philosophy, integrity, Interconnectedness, Passion, Quality, and Richness of Diversity). In keeping with these Values, Counseling and Psychological Services provides a variety of mental health and outreach services to the University community at large. One of the department's primary goals is to enhance the psychosocial development and emotional well-being of students, thus contributing to their retention and graduation from the University. In performing the duties and responsibilities of this position, the Associate Director should demonstrate attitudes, behaviors, and work ethic that exemplify the Divisional Values, in response to assisting students with mental health concerns.

 

DUTIES AND RESPONSIBILITIES: 

ADMINISTRATIVE DUTIES:

• Interact closely with every level of departmental personnel in performing a wide range of duties; interact with virtually every constituency within the campus community (students, staff, faculty, administrators, parents) on a regular basis.
• Collaborate with CAPS Director, departmental staff, and/or members of the campus community in the implementation of clinical services, outreach programs, consultation, training, and crisis intervention.
• Address confidential and sensitive matters emanating from the department of Counseling and Psychological Services and other administrative offices, academic colleges, and/or student service units.
• Provide regular updates to the CAPS Director as needed and respond to other administrative requests that serve the department and campus community.
• Answers questions and responds to situations in which judgment, confidentiality, tact, discretion, knowledge, and diplomacy are critical, especially in response to crises, emergency services/hospitalizations, confidential documents/information, and in working with clientele in need of unique services.
• Demonstrates proficiency in interpersonal communication skills, public speaking, and in written communications.
• Make decisions based on sound reasoning and with confidence.
• Meet regularly with the CAPS Director (and/or upon request), regarding departmental operations and updates, budgetary and personnel matters, and/or clinical service delivery.
• Manage clinical case assignment and lead the clinical consultation meeting to ensure best treatment intervention practices are being used.
• As part of the department's Management Team, provide supervision and work with the department Dean in completing performance evaluations for professional counselors, administrative assistants, and post-doctoral fellows.
• Assist in providing staff support and direction, promoting accountability, enforcing deadlines, and provide feedback related to ongoing performance.
• Provide and/or organize training sessions and professional development opportunities to promote collegiality, optimum and ethical performance, and teamwork. Empower staff to make independent decisions at appropriate operational levels.
• Assists the CAPS Director in responding to after-hour emergencies throughout the calendar year (i.e., including summer).
• Serve as the Administrator in Charge upon request and in the absence of the Director; attend departmental, university-wide, and community meetings; participate in professional development activities/training to enhance job performance; and facilitate professional development training seminars, and/or presentations as a means to contribute to staff development.
• In collaboration with the CAPS Director, ensure that staff (professional counselors, administrative support staff, and post-doc fellows) are kept abreast of the laws and ethics pertaining to the delivery of clinical services and documentation.
• Maintain a working knowledge of legal and ethical guidelines, policies, procedures in the field of psychology in order to make accurate clinical decisions and referrals regarding treatment planning, consultation, case management and emergency services.
• Build strategic alliances with community mental health providers and private practitioners to facilitate off campus referrals. Responsible for ensuring the development, maintenance and revision of the department’s policy and procedures manual and community referrals list.
• In collaboration with the CAPS Director, oversee the development, management and quality of a comprehensive clinical training program designed to meet the supervision and training needs of post-doc fellows, provide feedback to the screening and selection process of fellows, direct supervision (individual/group) to fellows, and verbal and written feedback in relationship to the fellows' performance, professional conduct, and clinical outcomes with clients.
• In collaboration with CAPS crisis and counseling staff, oversees the crisis and case management services and manage students in crisis and those whose behavioral difficulties impact the campus.
• Provide brief crisis sessions to students for re-stabilization purpose.
• Provide limited crisis consultation and referrals for staff and faculty in crisis.
• Assist the CAPS Director in supervising administrative support staff to ensure a smooth execution of front desk procedures/protocol when assisting clients.
• Provide administrative support staff with training in effective clinical protocol when serving distressed clients and in managing clinical emergencies.

DIRECT CLINICAL SERVICE:

• Conduct clinical assessment/intake evaluations; provide individual, couple, family or group counseling, crisis intervention, hospitalization and other emergency response.
• Utilize clinical conceptualization, treatment planning, and case management to facilitate clinical effectiveness.
• Provide mental health consultation and facilitate on and off campus referrals, as needed.
• Administer, interpret and reporting on psychological assessments/testing, as needed.
• Maintain/demonstrate a current command of knowledge in professional counseling theory, research, practice, legal and ethical guidelines, and CAPS policies and procedures.
• Employ a variety of therapeutic methods to effectively counsel clients with a full range of psychological issues.
• Utilize sound clinical judgment and apply methods appropriate to presenting problems and needs of clients. Demonstrate cultural sensitivity and competence addressing needs of diverse clients.
• Apply legal and ethical standards of the profession in executing clinical services.
• Utilize consultation opportunities for treatment

INDIRECT CLINICAL SERVICE:

• Maintain records/case notes pertaining to client caseload and other service delivery. Apply legal and ethical standards of the profession in providing case management, documentation and record keeping.
• Attend departmental meetings as scheduled, needed and/or as requested by the CAPS Director.
• Participate in other activities, as needed, to carry out CAPS services within the department and to relevant University constituencies, as determined and assigned by the CAPS Director, including taking on additional caseload, generating reports/documents, conducting research or special projects, committee work, and/or participating in campus events, student peer education programs, consultation services, workshops, training modules, and faculty/student orientation programs.

 

QUALIFICATIONS:

• Masters degree in a related field.
• 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.
• Licensed Psychologist a California license as a psychologist.
• Driver License, Valid and in State
• At least 3 years of successful administrative experience in a university setting.
• Successful experience supervising, training and evaluating employees, and graduate level interns/trainees, resolving conflicts, and encouraging a diverse staff to work well together.
• Expertise and/or experience in crisis intervention and working with a broad range of presenting problems and constituencies.
• Experience working with data collection, needs assessment, mental health surveys, and outcome measures to assess service effectiveness and to promote quality improvement.
• Knowledge of and experience with student health and wellbeing models, accreditation standards, policies and procedures related to the health and wellbeing and student affairs in a higher education setting.
• Excellent oral and written communication skills, including demonstrated ability to make effective oral presentations, facilitate an open exchange of ideas, and write clear and concise notes, documents, and reports.
• Superior interpersonal skills and the ability to collaborate with and respond to multiple constituencies and make meaningful connections at all levels of an organization.
• Demonstrated ability to make independent decisions, exercise sound judgment, and to multi-task and set priorities.
• Ability to counsel individuals utilizing professional therapy orientations, techniques, and strategies, while meeting the needs of a multicultural, multi-gendered, and multi-aged clientele; ability to respond to situations with knowledge and understanding of diversity issues and cultural factors.
• Knowledge of Electronic Medical Record Systems such as Point and Click

 

PREFERRED EXPERIENCE: 

• Knowledge of or ability to understand the role and functioning of University Counseling Centers; previous experience working in a University Counseling Center setting, Student Affairs, and/or in higher education.
• Background or experience working on Behavioral Intervention or Crisis Management Teams.
• Experience using information technology and conducting mental health outcome measures to assess effectiveness and promote continuous quality improvement.
• Strong fiscal and resource management skills, and experience planning and controlling a complex budget.

 

 

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 CSU 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 CSU Background Check Policy.

 

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

 

CSU Classification Salary Range

This position is part of the Management Personnel Plan (MPP) bargaining unit M80. 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 $4,135 and maximum $12,288 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 to the Acceptable I-9 website. 

 

University Driving Requirements

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.

 

Conflict of Interest 

This position is a “designated position” in the California State University’s Conflict of Interest Code.  The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.  For more information, go to the CSU's Conflict of Interest 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. See policy at the Child Abuse/Neglect Reporting 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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

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. 

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

 

Other Notices

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