Type of Appointment: Full Time, Probationary
Job Classification: Administrative Analyst/Specialist Exempt I
Anticipated Hiring Range: $4,598 - $5,000 per month
Work Schedule: Monday - Friday, 8am-5pm
THE DEPARTMENT:
The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events and activities that stimulate the involvement and interest of alumni, friends, parents, corporations and foundations to develop relationships that will foster and stimulate giving to the university. The Office of the Vice President of University Advancement oversees the offices of development, alumni and external relations, government and external relations, advancement services, and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundation which serves as the official entity to receive and manage all contributions to the University. Under the telework policy it is understood that your physical presence may be required on individual scheduled remote days based on the needs of the campus, division, department, or request of your HEERA Manager.
DUTIES AND RESPONSIBILITIES:
Campaign & Digital Engagement Support
- Support the planning and implementation of annual giving campaigns across channels such as direct mail, email, social media and texting
- Support initiatives including giving day, crowdfunding projects, the class gift campaign and faculty/staff giving outreach
- Coordinate segmentation strategies and content deployment using platforms like Mailchimp, ThankView and Scalefunder
- Track campaign performance and donor engagement data and prepare summaries and analysis to inform strategic decision-making.
- Collaborate with vendors, designers and campus partners to ensure timely execution of appeals and donor communications
- Use the university’s CRM (Raiser’s Edge NXT) to maintain donor records, generate contact lists and provide data insights that support campaign goals
Campus Partner & Workflow Coordination
- Schedule, prepare agendas and document notes and action items for cross-campus meetings related to annual giving initiatives
- Serve as a liaison to Advancement Services, Donor Relations, IT and other campus units to align project needs and timelines
- Maintain shared calendars, documentation, workflow tools and project materials to ensure consistency and transparency
Student Assistant Support & Workflow Coordination
- Support the hiring, onboarding and orientation hiring, onboarding and orientation for the Annual Giving & Stewardship student assistant
- Provide weekly guidance, training and context for tasks to support the student assistant’s learning, productivity and contribution to team priorities
- Monitor project progress and offer feedback to ensure alignment with departmental goals and campaign needs
Fiscal & Data Administration
- Prepare reports on revenue, costs and return on investment (ROI) to support strategic planning and resource allocation
- Monitor expenditures and assist with reconciliations for campaign and departmental budgets
- Assist with purchasing and procurement of supplies and services, including creating purchase orders, submitting requisitions and coordinating payments or transfers in accordance with university and Cal Poly Pomona Philanthropic Foundation guidelines
- Support inter-departmental and inter-campus transfers as needed to ensure timely processing and accurate recordkeeping
- Ensure accurate and organized data management within the CRM (Raiser’s Edge NXT) and other administrative systems and maintain compliance with CSU and CPP standards
- Other duties as identified and assigned
QUALIFICATIONS:
- Bachelor's Degree - 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, and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations; thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty; working knowledge of operational and fiscal analysis and techniques; ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Skill in research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations; expertise in investigating and analyzing problems with a broad administrative impact and implications; ability to anticipate problems and address them proactively; demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form; ability to train others on new skills and procedures and provide lead work direction.
PREFERRED QUALIFICATIONS:
- Experience in annual giving, advancement services or donor engagement programs, preferably within higher education
- Familiarity with constituent relationship management (CRM) systems such as Raiser’s Edge NXT
- Experience working with a diverse student population and coordinating student employees or volunteers
- Previous involvement in crowdfunding, giving days or similar campaign-based fundraising efforts
- Strong working knowledge of platforms such as Mailchimp, ThankView, Scalefunder and campus collaboration tools (e.g. Teams, SharePoint)
Compensation Notice
This position is offered under the CSU classification and salary structure in effect at the time of posting. Please note that the CSU compensation system for this classification will transition to a step-based structure following implementation effective October 1, 2025. Employees in this classification will move to the step system and Advancement Professional II after hire, in accordance with CSU guidelines.
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 CSUEU bargaining unit 9. 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 $4,598 and maximum $8,318 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.
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
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.
