Administrative Assistant

Type of Appointment: Full-Time, Probationary

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

Job Classification: Administrative Analyst/Specialist – Non Exempt

Anticipated Hiring Amount: $3,694 - $4,865 per month

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

 

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 admissions activities for all undergraduate and graduate students, as well as the recruitment activities for international prospective students. The Office is meeting the nonresident 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 recruitment, admission and enrollment processes.

 

DUTIES AND RESPONSIBILITIES

Management Support

• Independently plan and schedule monthly meetings with the Sr. AVP and direct reports:
• Initiate the requests, maintaining the Director's calendar, confirming the meetings, requests agenda items, sends meeting reminders, and prepares appropriate binder for each meeting.
• Liaison between the Office of Admissions and direct reports, assisting with operational and procedural office and administrative difficulties.
• Liaison between the Office of Admissions and other University departments and divisions.
• Assists the Director and Associate Directors on special projects and initiatives, including execution, coordination, implementation, and evaluation of the project.
• Coordinates and schedules the Director, Associate Directors and Admission Systems Module Lead travel

Office Support

• Provide day-to-day administrative support for the Director of Admissions. Includes a full range of complex work assignments involving the use of judgement and discretion.
• Performs work independently with general guidance and manages multiple work priorities.
• Understand, interpret, and communicate Office of Admission policies and procedures when planning and coordinating work activities and providing direction to others. Serve as the administrative assistant and first point of contact for the Office of Admissions where work assignments include coordinating meetings, Zoom conference calls, complex projects, activities, inquiries, online chat, and responses for the Director.
• Work assignments require handling of multiple work priorities and accountability for own work results.
• Logs, reviews, and tracks all division HR related documents (recruitments, in-range progressions, re-classifications, stipends, etc.).
• Evaluates documentation for proper routing and signatures.
• Routes paperwork via email to the appropriate parties for review, and to the Provost's Office for input.
• Serve as a primary information resource and ensure continuous office operation, control workflow, and set priorities.
• Independently analyze and address problems using reasoning and interpretation of administrative theories to develop and recommend alternatives and best course of action.
• Make independent decisions based on knowledge and understanding of the Director's priorities and goals.
• Plan and provide research in the development and implementation of Office of Admission policies and procedures.
• Provide input and feedback on office automation planning and coordination.
• Organize and present information and ideas to the Office of Admissions staff on behalf of the Director and Associate Directors.

Personnel Administration

• Serve as the Office of Admissions personnel, payroll coordinator and timekeeper.
• Assist the Director with sensitive and confidential personnel issues. Serve as primary liaison to Human Resources and Payroll Services on matters relating to management and staff recruitments, transfers, terminations, reclassifications, and other issues. Provide administrative support for departmental recruitments and searches adhering to university policies and procedures.
• Review's position requests and recommends solutions to position and/or funding issues.
• Prepare and track personnel recruitments, searches, position descriptions, and performance evaluations.
• Assist with the development of job announcements and advertisements in appropriate media and organizations.
• Coordinate and schedule qualified candidates for interviews
• Orient new staff of department and university policies and procedures
• Coordinate with Division of Information Technology for security change control, computer installation, workspace, phones, email access, etc.
• Complete student assistants attendance reports and payroll documents and assure they are signed, dated, and submitted to Payroll Services as needed.
• Recommend student assistant(s) for hire, orient and train student assistants, lead and provide input for evaluations.

Budget Administration

• Manage, monitor, and maintain the Director's office budget and oversee the cluster department budgets; oversees multiple funding sources including State and Foundation budgets.
• Process budget transfers, journal entries, billing, requisitions, purchase orders, staff reimbursements, and invoices for routine department activities as well as special events and committee budgets.
• Monitor's usage of department credit cards and processes/reconciles monthly balance and summary reports.
• Analyze fund use to compile and write weekly finance reports for the Director.
• Serve as a liaison to University Financial Services, Budget Office, Procurement and Support Services, and Foundation Financial Services.
• Collaborate with the director and advise the Director of significant budget issues, trends, irregularities and/or corrective actions.
• Analyze and make recommendations on expenditures, department needs, and other activities with potential budget impacts for consideration and/or approval and coordinates with Procurement, Budget Services, and University Financial Services to conduct activities related to fiscal year-end closeouts/administrative processing.

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 in 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

 

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.

Working knowledge of general practices, program, 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

• Analytical skills or ability to develop them
• Ability to understand problems from a broad perspective and anticipate the impact
• Ability to work independently
• Ability to handle multiple work priorities and projects
• Ability to use judgment and discretion to act when precedents do not exist
• Ability to troubleshoot office administration problems and respond to inquiries and requests
• Knowledge and understanding of CPP policies and procedures
• Strong customer service
• Thorough knowledge of executive level office procedures
• Skilled in desktop computing specifically Microsoft Outlook Suite
• Ability to use campus resources to acquire needed information

 

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 Salary Range

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 $3,518 and maximum $6,791 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.