Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: Academic Professionals of California – Unit 4

Job Classification: SSP IV

Anticipated Hiring Amount: $5,732 per month

Work Hours: Monday – Friday 8:00am-5:00pm

THE DEPARTMENT

The Office of Admissions is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy. The division has adopted a set of values that every Academic Affairs staff member is responsible for promoting. In performing the duties assigned to this position, all staff members are expected to consistently demonstrate attitudes and behaviors that align with these divisional values.

The Office of Admissions is responsible for admissions activities for all undergraduate and graduate students, as well as the recruitment activities for international prospective students. The Office is meeting the nonresident goals of the University by promoting the image of the University, its programs, and its uniqueness both domestically and internationally. The Office is also charged with assisting with the setting and meeting of the enrollment goals of the University via strategically reviewing trends, needs, and capacity issues; planning with Deans and senior management; developing relationships with the campus and external communities; providing timely, accurate and comprehensive services to students and the campus throughout the recruitment, admission and enrollment processes.

DUTIES AND RESPONSIBILITIES 

ADMISSIONS COUNSELING LEAD

• Oversees and leads departmental admission counselors, including, but not limited to, onboarding, training, and scheduling admission counselors, maintaining quality control of counseling services, and providing ongoing training and development of counseling staff and support personnel aiding in front-line services.
• Ensures the counseling team stays abreast of current admission policies and requirements. 
• Trains staff on the admissions appeal process and provides guidance to students once an appeal has been submitted. 
• Coordinates with returning student admission counselor and returning student taskforce on guidance of policy and practice for the re-enrollment of former CPP students. This requires a strong knowledge of academic and transfer credit policies to ensure proper application guidance and re-admission counseling.
• Serves as the departmental liaison to on- and off- campus stakeholders, coordinating, developing, and facilitating admission representation at prospective and admitted student events.
• Designs, coordinates, and implements admission-related activities at major events such as Explore CPP, CPP Open House, Poly Nights, and New Student Orientation. 
• Oversees the Western Undergraduate Exchange (WUE) program for entering students.

ADMISSION COUNSELING

• Informs and advises all prospective students and their families on a variety of issues ranging from CSU admissions eligibility to career and major choices and admissions possibilities.
• Provides comprehensive advising to all prospective students and is knowledgeable about the complexities of international and nonresident educational systems, transcripts, checklists, and course equivalencies.
• Work with prospective students and high school and community college counselors to navigate and use ASSIST and TES.
• Evaluate transcripts to determine admissibility and work with the PeopleSoft student information system and OnBase.
• Attend counselor conferences and other student engagement events such as new student orientation.
• Guides prospective students on how to research admissions requirements, articulation agreements, and available programs and services.
• Maintains current knowledge of student services professional practices, counseling theories, enrollment management strategies, enrollment trends for the University and nationally, and admissions policies and procedures from Title 5 of the California Code of Regulation and the CSU Chancellor’s Office.
• Responsible for programmatic initiatives, serving as the lead for the public information area and para-professional student staff, including development and training.
• Conducts workshops and training in areas of Cal State Apply, freshman, transfer, and graduate admissions.
• Advise on admissions procedures/policies and entrance requirements, CPP majors and academic programs, financial assistance, housing, student life, athletic programs, and career opportunities.
• Knowledgeable in CSU admissions policies and requirements, impaction, transfer articulation, and language proficiency.

STUDENT EXCEPTIONS

• Possess decision making authority for CSU Application fee waiver appeals based on extenuating financial circumstances and guidelines set forth by the CSU Chancellor’s Office. 
• Provides guidance and counseling to appellants who are challenging admission decisions/actions.
• Establish and maintain a process for admission application/decision deferments. 
• Provides appropriate counsel to students requesting deferment of their admission. 
• Coordinates and processes admission appeals. Including but not limited to establishing an appeal committee, conducting in-depth analysis and evaluation of the cases, rendering appeal decisions, and processing decisions.
• Possess strong knowledge of admissions through the enrollment business process, admission and enrollment requirements, and CSU policy. 
• Coordinates and processes admission exceptions for students otherwise not eligible for admission. 

DEPARTMENTAL COMMUNICATIONS

• Responsible for the administration and facilitation of the public affairs components of the Office of Admissions. 
• Provides timely responses as an appeals committee member and communicates sensitively about admission rescinds.
• Coordinates all aspects of dissemination of appropriate policy changes and eligibility checklists, promoting the campus and its programs. Follows up with appropriate individuals and campus departments.

OFFICE OF ADMISSIONS ADMINISTRATIVE SUPPORT

• Participates in all Office of Admissions, Enrollment Management & Services, and divisional staff development and staff meetings, and attends all major staff events to promote the University.
• Conducts testing of admission systems and modifications (e.g., Cal State Apply application, Slate information/communication system, etc.)
• Adheres to and properly advises prospective and admitted students regarding CSU residency policies.
• Prepares and utilizes enrollment reports detailing application, admit, and enrollment trends, as well as prospective student inquiry analysis to determine yield strategies.
• Performs administrative and programmatic duties as assigned. Including but not limited to providing generalist support at the department service desk and telephones.
• Ensure compliance and maintain the integrity of applicant and student records.

QUALIFICATIONS

• Equivalent to graduation from a four-year college or university in a related field plus upper division or graduate course work in counseling techniques, interviewing and conflict resolution where such are job related.
• The following knowledge and abilities as well as those listed at lower levels in the Student Services Professional series are required for appointment to this classification. 
• Thorough knowledge of the policies, procedures and practices of the program area to which assigned or the ability to quickly acquire such knowledge.  General knowledge of the policies, practices and activities of Student Services programs outside the program to which immediately assigned; general knowledge of the principles, problems and methods of public administration, including organizational, personnel and fiscal management; general knowledge of advanced statistical and research methods. 
• Ability to carry out very complex assignments without detailed instructions; advise students individually or in groups on varied and complex matters; determine the appropriate course of action and proper techniques to utilize while engaged with individuals and groups in personal interactions of a sensitive nature; reason logically and analyze and solve organizational and operating problems of one or several program areas; plan, coordinate and initiate actions necessary to implement administrative or group decisions or recommendations; analyze and define complex organizational, policy or procedural problems, collect and evaluate data, draw valid conclusions and project consequences of various alternative courses of action; understand the roles and responsibilities of others and to gauge relationships accordingly by taking into account the variety of the interrelationships, motivations and goals of the members of the organization served; and establish and maintain effective, cooperative and harmonious working relationships in circumstances which involve the denial of requests or the necessity to persuade others to accept a different point of view. 
• Possession of these knowledge and abilities is typically demonstrated through the equivalent to four years of progressively responsible professional student services work experience which includes experience in advising students individually and in groups, and in analysis and resolution of complex student services problems.  A master’s degree in Counseling, Clinical Psychology, Social Work or a job‑related field may be substituted for one year of professional experience.  A doctorate degree and the appropriate internship or clinical training in counseling, guidance or a job‑related field may be substituted for two years of the required professional experience for positions with a major responsibility for professional, personal or career counseling.

Preferred Qualifications

• Knowledgeable in admission policies and regulations; CSU policy is highly preferred.
• 2-4 years of admission experience from a large system/college environment. 
• Experiencing leading a team.
• Must have the ability to present and articulate complex requirements and policies concerning admissions; be able to respond to in-person, telephone and electronic inquiries.
• Working knowledge of the methods and problems of organization and program management; research and interviewing techniques; the principles of individual and group behavior; the ability to rapidly acquire such knowledge of the organization, procedures and activities of the university; the basic principles, practices and major trends of recruitment and admissions. Must have excellent written and oral communication skills; outstanding interpersonal and social skills in dealing with a diverse population; the ability to work independently; to use good judgment, initiative and resourcefulness in planning work assignments; attention to detail and follow-through. Must have proficiency with computers, the internet, word-processing and simple databases.

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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/. 

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 https://calstate.policystat.com/policy/13813878/latest/.

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.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

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 https://calstate.policystat.com/v2/policy/10927154/latest/.

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.

CSU Classification

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx. The classification salary range for this position according to the respective skill level is minimum $5,732 and maximum $8,176 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

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. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

EEO

Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.

Other Notices

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