Admissions Evaluator Trainee

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: Academic Professionals of California– APC (Unit 4)

Job Classification: Evaluator Trainee

Anticipated Hiring Range: $3,695 per month

Work Hours: Monday – Friday, 8am – 5pm, unless notified otherwise 

 

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 are in keeping with these divisional values.

The Office of Admissions is responsible for the admission activities for all domestic and non-resident undergraduate and graduate students, in addition to transfer credit for new entering transfer students. The Office is meeting the goals of the University by promoting the image of the University, its programs and 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 admission and enrollment processes.

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. Application processing, eligibility determination, counseling, transfer credit, reporting and enrollment planning are primary functions of this office.

The Office of Admissions is housed within the Division of Academic Affairs and reports to the Senior Associate Vice President of Enrollment Management & Services. The Office plays a leadership role in enrollment management and planning, in conjunction with other campus constituents.

 

DUTIES AND RESPONSIBILITIES

Freshman Admission

• Reviews high school coursework from self-reported and/or official documents. Has full understanding of A-G Subject Area requirements, exceptions, and validations in order to calculate subject counts. Checks the A-G UCOP website to review course equivalencies and disciplines. Updates and corrects A-G Subject Area counts in PeopleSoft as needed.
• Calculates both overall high school GPA and math/quantitative reasoning GPA.
• Reviews English and Math coursework and senior-year higher-level coursework. Updates statuses for Early Start and Academic Placement.
• Supports the Associate Director, Admissions and Operations, with PeopleSoft data cleanup as needed.
• Responds to e-mails and phone calls and provides service at the Front Counter in regards with admission-related questions.

Transfer Admission

• Lower Division Transfer Students (less than 56 semester/84 quarter units completed):
  • Determines admission eligibility based on self-reported and official documentation.
  • Determines if transfer work is equivalent to CSU requirements. Converts quarter units to semester units. Determines if applicant meets general education requirements (including English and Mathematics). Determines if high school work is needed to meet eligibility requirements. Uses first-time freshmen requirements to determine eligibility.
• Upper Division Transfer Students (60 semester/90 quarter units completed):
  • Determines admission eligibility based on verified official documentation. Determines if transfer units completed are equivalent to CSU requirements and convert quarter units to semester units. Determines eligibility based on grade average, academic standing at last institution, completion of 30 semester/45 quarter units of general education with grades of "C" or better which includes Area A (English composition, critical thinking, oral communication), and Area B4 (mathematical concepts and quantitative reasoning).
• For all levels of international students, the Evaluator is responsible to perform research of educational systems around the world to determine equivalencies to California State University (CSU) requirements and degrees and to convert international grades or percentages to U.S. letter grades.
• In addition to the categories listed, applications are received and processed for Young Scholars, Early Admits, employees, cross-enrollment, redirects, exchange, external and transitory students.
• Enters and updates applicable information and exemptions into the student information system (PeopleSoft). Responds to telephone calls about admission status, reason for denial decision, how to become eligible and what documents are required. Determines disposition of supplemental documents. Places and removes service indicators as necessary.

Graduate Admission

• Creates graduate checklists in order to request documents needed to review eligibility and/or to complete admission requirements. Reviews college transcripts and completes checklists.
• Processes graduate admission decisions. Enters and updates all applicable information and exemptions in PeopleSoft.

Office of Admissions

• Participates in all Office of Admissions, Enrollment Cluster and divisional staff development and staff meetings.
• Serves as a part of the Office of Admissions coordination team in areas of marketing and communication; advises managers on marketing and public information issues.
• Adheres to laws and policies established with regards to computer data, records, accounting and personnel by the California State University, Cal Poly Pomona, and the Office of Admissions to show sensitivity and appropriate conduct as a university employee.
• Performs administrative and programmatic duties as assigned.
• Incumbent will perform customer service duties and support the front-facing counter of Admissions on a rotation/as needed basis as determined by the Lead Admissions Counselor and operational need.

 

QUALIFICATIONS

• Equivalent to six (6) months responsible experience involving academic, administrative, fiscal, or statistical records processing and maintenance, OR two (2) years of full-time college with course work specific to development of quantitative and analytical skills.
• Knowledge of general office procedures, methods, and practices; knowledge of techniques used in processing information.
• Ability to check complex records and detailed information for compliance with criteria.
• Ability to be thorough and accurate in comparing records.
• Ability to interpret and apply written regulations.
• Ability to maintain confidentiality of records and evaluations.
• During training, the following knowledges and abilities must be acquired:
  • Ability to review and check transcripts, records and documents for compliance with criteria using specific guides.
  • Ability to interpret information from a variety of institutions, including foreign institutions with differing records systems.
  • Ability to interpret criteria for determining eligibility and substitutions or alternatives in granting credit for degrees.

 

Preferred Qualifications

• Bachelor’s Degree preferred.

 

 

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 Salary Range

This position is part of the Academic Professionals of California (APC) bargaining unit 4. 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 $3,695 and maximum $4,478 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 to 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 .

 

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 [email protected] . 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.