Type of Appointment: Full Time, At-Will
Job Classification: Confidential Administrative Support II
Anticipated Hiring Range: $4,261 - $7,167 per month
Work Schedule: Monday - Friday 8:00 am - 5:00 pm
THE DEPARTMENT:
The office of the Provost and Vice President for Academic Affairs has responsibility for the management of the academic enterprise of the University with over 1,400 full-time and part-time faculty and a staff of 450, who collectively serve a student population of over 26,000. The student population is served through several areas in central Academic Affairs and ten colleges. Areas in central Academic Affairs include: (1) Office of Student Success (University Advising, Academic Engagement & Success, Learning Resource Center); (2) Academic Programs (Undergraduate Studies, Graduate Studies, Assessment & Program Review); (3) Faculty Affairs (Academic Personnel, Center for the Advancement of Faculty Excellence; and Reserve Officers' Training Corps); (4) Enrollment Management and Services (Student Systems & Operations, Admissions, Financial Aid and Scholarships, Registrar's Office, TRIO Pre-College Programs); (5) Research and Innovation (Research and Sponsored Programs, Research Compliance, Centers and Institutes, Animal Care Facility); (6) Academic Resources (Financial Resources, Space Planning); (7) Academic Planning (Scheduling, Academic Senate); (8) Academic Innovation (Kellogg Honors College, Student Innovation Idea Labs, Career Center Office of Undergraduate Research, Center for Community Engagement); as well as responsibilities for Technology, and Web Development. The ten colleges are (1) Don B. Huntley College of Agriculture; (2) College of Business Administration; (3) College of Education and Integrative Studies; (4) College of Engineering; (5) College of Environmental Design; (6) Collins College of Hospitality Management; (7) College of Letters, Arts, and Social Sciences; (8) College of Science; (9) University Library; and (10) College of Professional & Global Education.
DUTIES AND RESPONSIBILITIES:
Executive Calendar and Schedule Management
- Manage and maintain the Provost’s complex and frequently changing calendar, including internal and external meetings, campus events, CSU system engagements, and community commitments.
- Exercise independent judgment in prioritizing requests for the Provost’s time; evaluate competing demands and make recommendations consistent with divisional and university priorities.
- Coordinate meeting logistics, including scheduling participants, securing meeting space, arranging virtual platforms, and preparing detailed calendar entries with background materials and objectives.
- Prepare and distribute daily and weekly briefing summaries to ensure the Provost is fully apprised of upcoming meetings, materials, and follow-up items.
- Anticipate scheduling conflicts and proactively resolve issues.
- Track commitments and ensure timely follow-up on action items.
- Keep the Provost advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Executive Administrative Support to the Provost
- Prepare, edit, and proofread correspondence, briefing documents, presentations, and reports on behalf of the Provost.
- Review incoming correspondence and requests; determine appropriate routing, response, or escalation.
- Coordinate and prepare materials for recurring meetings (e.g., Provost’s Council, one-on-ones, cabinet-level meetings, system meetings). 1:1 meetings with the President, VPs, AVPs and Deans
- Track follow-up and action items for Provost
- Maintain confidential files and records, including personnel-related documentation and executive communications.
- Provide support to the Provost related to the annual evaluation process for direct reports.
- Provide support to the Provost related to the RTP process for faculty.
- Monitor deadlines for reports, evaluations, and required submissions to ensure compliance and timely completion.
- Provide support for absence management documentation and required executive reporting.
- Screen calls with professionalism and diplomacy.
- Manage Provost’s travel plans and accommodations, utilizing independent judgment for details, including decisions on registration, hotel, and flight arrangements, as well as assist with changes during travel.
- Reconcile and submit monthly purchasing and travel credit card statements for the Provost.
- Assist with coordination and planning of Provost’s retreats and Academic Affairs Forum.
Liaison and Relationship Management
- Serve as a point of contact between the Provost’s Office and deans, associate vice presidents, faculty leaders, the President’s Office, other vice-presidential offices, and the Chancellor’s Office.
- Facilitate communication flow between the Provost and internal and external constituents.
- Coordinate information gathering and briefings from colleges and central units to support Provost decision-making.
- Represent the Provost’s Office in meetings of executive assistants and administrative leads to ensure alignment and information sharing.
Confidential and Sensitive Matters
- Handle confidential information related to personnel matters, collective bargaining, grievances, and organizational changes.
- Maintain strict confidentiality in accordance with HEERA guidelines and University policies.
- Exercise discretion in communications that may impact labor relations or executive decision-making.
Meeting and Event Coordination
- Coordinate logistics for high-level meetings, retreats, and special events hosted by the Provost’s Office.
- Prepare agendas, compile and distribute materials, record action items, and monitor follow-up.
- Support campus visits for external stakeholders and executive candidates as needed.
- Ensure meetings are efficiently organized and aligned with stated objectives.
Operational and Administrative Support
- Maintain organized electronic and physical filing systems for the Provost’s Office.
- Provide backup support to other senior administrative staff in Academic Affairs as needed.
- Participate in process improvement efforts to enhance efficiency and service delivery.
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
- Four (4) years of related experience.
- Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
- Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.
PREFERRED QUALIFICATIONS:
- Anticipating issues and proactively resolving scheduling and operational conflicts.
- Three or more years in higher education support a senior leadership role.
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
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 $4,261 and maximum $8,166 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.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety 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 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.
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.