Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union – Unit 9

Job Classification: Administrative Analyst/ Specialist EI

Anticipated Hiring Amount: $4,598 - $5,838 per month

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

THE DEPARTMENT

The Vice President for Student Affairs is responsible for the University’s programs, services and facilities that enhance the students’ academic experience. The Office of the Vice President for Student Affairs is responsible for the Student Affairs Division, which includes all programs under the clusters of Student Affairs, Dean of Students, Student Inclusion & Belonging, Student Health & Wellbeing, and Operations.

DUTIES AND RESPONSIBILITIES

Administrative Functions / Calendaring Support:

• Independent performance of varied or specialized administrative and analytical duties and/or service for the executive leadership designee (AVP/COS) and others as designated.
• Work is reviewed against goals and involves independently planning and performing research and participating in developing, altering, implementing, and evaluating the organizational unit's and/or program's policies and procedures.
• Apply a considerable degree of judgment, discretion, and initiative in coordinating meetings, conference calls, projects, activities, inquiries, and responses for the executive leadership designee (AVP/COS)
• Work in close partnership with fellow administrative specialists in the Office of the Vice President for Student Affairs to coordinate critical operational tasks and backfill in their absence.
• Maintain the complex executive appointment calendar, balancing consultation with the Chief of Staff with independent decisions based on knowledge of their priorities and goals.
• Receive, screen, and respond to visitors, telephone calls, and correspondence directed to the executive leadership designee (AVP/COS); make appropriate referrals.
• Brief the executive leadership designee (AVP/COS) before meetings, providing background materials and pertinent information folders.
• Accompany the executive leadership designee (AVP/COS) at meetings and functions as requested.
• Work requires coordination with individuals at all levels within the organization. As needed, acts as a representative to outside entities.
• Serve as a representative and/or administrative support on division committees as assigned.
• Serve on committees and project teams; record, transcribe, and disseminate minutes; and follow up on action items as necessary.
• Provide general information, answer questions, and handle critical judgment, knowledge, tact, and diplomacy situations.
• Make travel arrangements, plan itineraries, and prepare expense reports.
• Serve as area’s payroll timekeeper for executive leadership designee (AVP/COS) reportees.
• Maintains confidentiality of information related to work involving the administrators this role supports.

Front Desk Coordination

• Serves as the initial point of contact for the Office of the Vice President and provides the highest level of customer service when greeting visitors and guests, including students, parents, faculty, staff, CSU trustees, alumni, donors, business and community representatives;
• Screens all phone calls and, when applicable, guides guests to the appropriate office for scheduled meetings;
• Takes appropriate action to successfully resolve time-sensitive issues and must understand the limits of their ability to deal with issues and know when to seek direction and guidance from others;
• Maintains the Mail Log (spreadsheet) for tracking all incoming mail and signature items directed to the Office of the Vice President;
• Maintains and tracks equipment inventory and orders office supplies;
• Prepares and submits Facility Work Orders as requested by the office
• Coordinates the scheduling of two multipurpose conference rooms, including using scheduling software while ensuring policies and procedures related to usage are followed.
• Works with the student assistant to ensure their completion of daily tasks assigned, reviewing student payroll timekeeping to ensure it is accurate and submitted on time.

Student Employment Program and Student Parent Priority Registration:

• Day-to-day program or work unit operations are overseen and lead work direction to administrative student assistants for the Student Parent Priority Registration program under minimal supervision. Acts as an internal resource for student employers and students by providing general program information and guidance for job postings or parent priority registration documents.
• Ability to make independent decisions and exercise sound judgment while accessing sensitive information and situations.  
• Analyzes Handshake job postings for Equal Employment Opportunity, ensures compliance and verifies that all requirements are satisfied. Communicates with student employers if the requirements are unsatisfactory.
• Receives, evaluates, and processes student job posting requests and student parent self-certifications.  Screens digital files for accuracy and key criteria including but not limited to certified documents.
• Initiates background checks on Accurate background.  Verifies screening to ensure student meets criteria for student employment and confirms status with student and student employer.

Equity, Diversity & Inclusion

• In all our responsibilities, working to integrate in our work more culturally relevant and social justice  mindedness through learning of one's own cultural and engaging in more opportunities to learn about  other communities different from our own to continually build the department's commitment to  becoming a culturally relevant organization.

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.
• Two (2) years of related experience

• Working knowledge of general practices, programs, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects, including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.  

Preferred Qualifications

• Two (2) – Three (3) years of working knowledge of administrative processes and ability to apply standard theories, principles, practices, and techniques to develop conclusions and make recommendations.

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.  

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website. 

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 https://calstate.policystat.com/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/.

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 $4,598 and maximum $8,318 per month. Please refer back 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 https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Conflict of Interest (Include this verbiage when the position being recruited has been designated as covered by the Conflict of Interest Code)

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 https://www.cpp.edu/eoda-hr/departments/hrpar/coi.shtml.   

Child Abuse/Neglect Reporting Act (CANRA) (Include this verbiage when the Mandated Reporter box in the position description is checked)

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.

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

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to 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 veteran or military status.  We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

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