Type of Appointment: Full Time, Probationary

Job Classification: Student Services Professional II

Anticipated Hiring Range: Up to $5,083

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



THE DEPARTMENT:

The Registrar's Office is responsible for the security, integrity and accuracy of academic records, degree progress and evaluation services and the coordination and implementation of academic policies and procedures with academic departments and colleges. The Registrar's Office conducts all registration activities, oversees articulation agreements with other colleges and universities, processes grades, maintains accurate student records, verifies student enrollment data, monitors academic standing, evaluates transfer credit, certifies enrollment, provides preliminary graduation evaluations, verifies degree requirement completion and issues diplomas. The Registrar's Office provides counsel to students as they advance from matriculation to graduation. As a core functional area within Enrollment Management & Services, the office plays a leadership role in enrollment management and planning, in conjunction with other campus constituents. The office is responsible for compliance with federal, state, CSU system and University requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU Chancellor's Office, and the external community.

DUTIES AND RESPONSIBILITIES:

Degree Progress and Graduation 

• Processes preliminary graduation reviews each semester using the Degree Progress Report; compares coursework completed by students at CPP and other institutions (if applicable) to determine students' completion of degree requirements according to established curricula.
• Uses systematic functionality, reporting tools and queries to strategize and prioritize tasks. Collaborates with staff advising community on requests to update the Degree Progress Report or Transfer Credit Report to support timely graduation.
• Processes final graduation reviews each semester, provides students timely notification of outstanding degree requirements, and performs the awarding of the degree in the system.
• Notifies students of outstanding degree requirements and facilitates the resolution of these requirements by collaborating with academic and staff advisors for recommendations and approvals on course substitutions or other modifications to degree requirements.
• Advocates and provides policy and procedure context regarding student situations to leads, managers, university administrators, faculty, and staff with the goal of facilitating their graduation. Provides guidance to students in their path to completing their degree requirements; advises new and enrolled students regarding degree requirements. This includes explaining the complexities of General Education, certification, transfer of college/university credits/units, and major, minor and degree requirements and the relevant policies and procedures.
• Serves as the primary resource to the university community regarding degree requirements and academic policies and procedures.
• Provides clarification and problem resolution assistance in dealing with difficult academic situations or situations that may impact continued enrollment and/or successful completion of degree requirements while ensuring compliance with policy.
• Collaborates with faculty and staff advisors to facilitate communication about curriculum changes and to help assure consistent delivery of information regarding major, minor, and general education requirements ..

Academic Advisement & Transfer Credit Processes and Support 

• Provides support and clarification for the academic advisors across the campus and other personnel in college advisement centers on the utilization of the Degree Progress Report, Transfer Credit Report and other policies and procedures that may impact degree progress and graduation.
• Provides prescheduled or ad hoc workshops concerning academic policies and procedures for new and returning students.
• Provides support to the Degree Audit Team by communicating to the Team any information received from the academic departments about changes in program requirements to ensure accuracy of the Degree Progress Report.
• Assists in testing of new functionality or modifications to the Degree Progress Report; provide feedback to Degree Audit Team.
• Provides input to the Articulation Officer and Lead Degree Audit Analyst on matters concerning transfer credit equivalencies that may not be reflected in the system.
• Processes, reviews and makes adjustments or corrections to transfer credit evaluations based on national guidelines and articulation of transfer courses, or approved course substitution petitions.
• Reviews and applies as appropriate, approved adjustments (petitions and course substitutions) to academic requirements and student records from associate deans, department chairs and advisors, other units in the Registrar's Office, ensuring compliance with Title V and university requirements.
• Interprets and applies complex academic policies and makes appropriate decisions when special knowledge and judgment are required.

Other Advisement 

• Provide analysis to the advising community on the degree status of former/returning students wishing to complete their CPP degree.
• Acts as liaison between the Registrar's Office, the Athletic department and the student's major department for purposes of degree progress and the associated NCAA eligibility requirements.
• Collaborate with the Athletic department on verification of student eligibility based on initial and continuing certification from the department at specific times during the student's academic career.
• Provide support in interpreting and applying academic policies as related to eligibility of coursework.
• Verify the applicability or courses to the students' degrees and ensures compliance with University and NCAA policies. Communicate in a timely manner with the Athletics department on the advisement of any students who will not be meetina eliaibilitv reauirements and coordinate on solutions connecting with the student's major department as appropriate.

QUALIFICATIONS:

• Bachelor's Degree - Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job‑related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year‑for‑year basis.
• Possession of these knowledge and abilities is typically demonstrated through the equivalent of two years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A master’s degree in a job‑related field may be substituted for one year of the professional experience.
• Working knowledge of the practices, procedures and activities of the program to which assigned; general knowledge of the methods and problems of organizational and program management. General knowledge of research and interview techniques; and of the principles of individual and group behavior.
• Ability to interpret and apply program rules and regulations; use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements; obtain factual and interpretative information through interviews; reason logically; collect, compile, analyze and evaluate data and make verbal or written presentations based on these data; advise students individually and in groups on routine matters where required; recognize multicultural, multisexed and multi‑aged value systems and work accordingly; establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts; and, rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned. Demonstrated ability to make decisions and carry through actions having implications with regard to other program or service areas Services Office.

PREFERRED QUALIFICATIONS:

• Experience with evaluation of student credentials to determine eligibility for transfer credit and the awarding of degrees.
• Student advisement in a higher education setting, on an individual and/or group setting. use of a student administration system such as PeopleSoft. 
• Working knowledge of software packages such as Microsoft Office working with Title V requirements, university policies and procedures. conducting presentations to a broad audience (i.e. students, advisors, faculty, staff, etc...) by using a variety of engaging presentation styles and tools.
• Abilities: collect, evaluate and interpret data to develop sound conclusions and make appropriate recommendations.
• Apply, interpret, and communicate knowledge of a variety of complex university policies and procedures to University personnel and the public. effective student advisement techniques and general knowledge of the principles of individual and group behavior.
• Advise students individually and in groups on routine matters where required. conduct presentations using a variety of engaging presentation styles and tools.
• Obtain factual and interpretative information through interviews.
• Anticipate problems and address them proactively.
• Recognize multicultural, multi-aged value systems and work accordingly. analyze and address problems using reasoning, interpretation and application of theories and principles to develop and recommend alternatives (and best courses of action). 
• Coordinate projects within or with other units.
• Handle multiple work priorities. work independently, use independent judgment, set individual deadlines, and complete projects/tasks accordingly. Skills: strong organizational skills, interpersonal and communication skills. build campus relationship to expedite work and projects.
• Establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and other in committee work. make decisions and carry through actions having implications with regard to other program or service areas.
• Refer students to campus resources and/or services when appropriate

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 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

This position is part of the APC bargaining unit 4. 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 $5,083 and maximum $7,228 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.

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/.

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 Conflict of Interest 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

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.