Executive Assistant to the Office of Student Success

Type of Appointment: Full-Time, Probationary 

Collective Bargaining Unit: Confidentials - (C99)

Job Classification: Confidential Administrative Support II 

Classification Salary Range: $4,464 - $10,180 per month 

Anticipated Hiring Range: $4,464 - 7,167 per month ($53,568 - $86,008 annually) 

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m., unless otherwise notified

Recruitment Closing Date: Open until filled.

First Application Review Date: December 5, 2022 

THE DEPARTMENT:

The Office of Student Success provides leadership for multiple units focused on meeting the needs of Cal Poly Pomona's diverse student body. The Office of Student Success oversees the coordination of academic advising initiatives to achieve shared goals, and the development and implementation of academic intervention programs to help students make timely progress toward degree completion. Student Success provides oversight for academic and student success as related to academic policies, university advising, academic-related initiatives, and strategic planning. The office handles student petitions related to academic issues, including general academic petitions, retroactive withdrawals, grade appeals, academic renewal, and records the completion of culminating experiences. Student Success provides oversight for University Advising, the Bronco Advising Center, Student Communication, Advising Technology, Undeclared Advising, Early Alerts Programs, Graduation Pledge Programs, the Early Start Program, the Learning Resource Center; Bronco Tutoring; First Year Experience (FYE); Science, Technology, Engineering, and Mathematics Students United to Create a Community for Engineering and Science Success (STEM SUCCESS); Reading, Advising, and Mentoring Program (RAMP); and the University Writing Center. The office of Student Success collaborates with Academic Program, Enrollment Management Services, and College leaders to support students in meeting their academic goals. 

DUTIES AND RESPONSIBILITIES: 

Office Operations

• Provide a high degree of judgement, discretion, and initiative in coordinating daily confidential, administrative, technical, and analytical support to the Associate Provost and Assistant Vice President on a wide array of matters including office matters, human resource matters, policy, planning, and employee onboarding.
• Oversees the daily operations of the Office of Student Success (OSS) to ensure effective and efficient office procedures and processes are being followed. Troubleshoot problems, handle highly confidential and sensitive issues, and respond to a variety of situations referred to the Associate Provost and Assistant Vice President by university officers and constituents.
• Under the direction of the Associate Provost and Assistant Vice President, works with the OSS Communication Specialist III to create, coordinate, and finalize various internal and/or external communications on behalf of the Office of Student Success.
• Serves as a liaison with intra-campus personnel and campus constituencies to increase coordination and communication, including the President, Vice Presidents, Associate Vice Presidents, Deans, Associate Deans, Academic Senate, Associate Students Inc. (ASI), students, faculty, staff, alumni, parents, Chancellor's Office, professional associations, accrediting agencies, government officials, community leaders, and the general public. 
• Assists in maintaining official confidential communiques, sensitive research and records related to meetings, correspondence, student situations, and internal procedures.
• Maintain a complex executive appointment calendar, based on knowledge of priorities and goals of the Associate Provost and Assistant Vice President.
• Work closely with the Associate Provost and Assistant Vice President to provide guidance and support to OSS managers and staff, to foster a strong service culture within the subdivision, and to facilitate assessment and quality improvement activities.
• Establish priorities and action timelines: create and use database to manage workflow and to plan and coordinate projects.
• Assist the Associate Provost and Assistant Vice President in supporting the work of advisory boards and in fostering positive relations with current and potential donors and supporters.
• Serve on committees and project teams: record, transcribe, and disseminate minutes, send email call for agenda items; compile and distribute meeting agendas and other associated meeting materials, prepare reports and presentations, and follow up on action items as necessary.

Project Management Support

• Coordinate the agenda and schedule the meeting for projects and initiatives led by OSS. Follow-up on any action items as necessary.
• Works independently on special projects for the Office of Student Success as directed by the Associate Provost and Assistant Vice President

Budget Oversight

• Assist the Associate Provost and Assistant Vice President, OSS managers, and project staff in all phases of budget planning and administration to ensure the appropriate and efficient use of resources.
• In partnership with the Student Success Specialist/Analyst: Assist the Associate Provost and Assistant Vice President as principal investigators of several projects and grants.
• Maintain approved Associate Provost and Assistant Vice President office budgets and monitor the financial activity of budgets, reporting departments and funded projects.
• Oversee general fund accounts as well as a variety of non-state funded accounts; Coordinate credit card and petty cash accounts; serve as the unit's purchasing agent; monitor allocations, review and approve expenditures which may require higher level signatures, track expenses and transfers, reconcile accounts by using the online PeopleSoft finance system, OneSolution and Tableau finance dashboards and budget reports; and prepare spreadsheets and financial reports. Serve as a liaison to University Financial Services, Budget Office, Procurement and Support Services, ASI Budget Office, Foundation Financial Services (Grants and Contracts) and other offices.
• Maintain fiscal records, including budget forms, position status reports, vouchers, requisitions, purchase orders, and invoices. Analyze, summarize, and interpret information; evaluate processes; make recommendations to promote efficiencies, and audit readiness, and full compliance with applicable laws, policies, and regulations; and advise the Associate Provost and Assistant Vice President and project staff of significant budget issues, trends, irregularities, and corrective actions.
• Meet periodically with budget coordinators of departments reporting to the Associate Provost to share information and ensure adherence to fiscal policies and procedures.

Time Management and Personnel

• Serve as the Office of Student Success' payroll/time management specialist and assist in personnel matters; handle sensitive and confidential personnel issues for the Associate Provost and Assistant Vice President and OSS managers; research a wide range of employment and compensation issues and recommend action.
• Function as the Office of Student Success' primary liaison to Human Resources, Payroll Services, Risk Programs, Faculty Affairs, Diversity and Compliance Programs, ASI Human Resources and Foundation Human Resources and Financial Services. Coordinate and provide administrative support for recruitments and searches; train professional and support staff on search policies and procedures.
• Keep abreast of campus and system wide policies and procedures, collective bargaining agreements and pertinent federal and state laws. Coordinate onboarding procedures to ensure that new employees are on-boarded smoothly.
• Meet periodically with managers and/or key department staff to share information and ensure compliance with personnel and payroll policies and procedures.
• Ensures that all Office of Student Success annual performance evaluations for State-side and Foundation employees and any probationary reviews are done in a timely manner.
• Ensures that all bargaining unit employees have current job descriptions.
• Maintains file of the job descriptions for all bargaining unit employees.
• Maintains HR files for the Office of Student Success.

Office of Student Success and University Events

• Under the direction of the Associate Provost and Assistant Vice President, conducts special projects and provides assistance in implementing campus-wide initiatives within the Office of Student Success.
• Assists with event coordination for the Office of Student Success as needed.
• Organize, publicize, and coordinate special functions hosted and/or sponsored by the Associate Provost, the Assistant Vice President and the Office of Student Success, including campus visits, receptions, planning retreats, conferences, training sessions, and student activities.

QUALIFICATIONS:

• Bachelor's degree OR equivalent from an accredited institution in accounting, business administration or a related field OR a combination of education and experience which provide the required knowledge.
• (3) years of progressively responsible analytical experience including two years performing work involving the preparation, justification, and analysis or the control and administration of a budget or budgetary program. 
• Thorough detailed knowledge of applicable university infrastructure, policies, and procedures; Thorough knowledge of English grammar, punctuation and spelling; Thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; Ability to independently handle multiple work unit priorities and projects. Ability to apply a variety of policies and procedures where specific guidelines may not exist; Working knowledge of budget policies and procedures; Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; Ability to draft and compose correspondence and standard reports; Ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

PREFERRED EXPERIENCE: 

• Familiarity with the field of Student Success
• Familiarity with academic policies
• Familiarity with shared governance practices
• Master's degree.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest .

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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/ . 

Background Check

Cal Poly Pomona will make a conditional offer of employment, 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 criminal conviction history, considering such factors 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. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf .  

I-9

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.  See Form I-9 Acceptable Documents at 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/ .

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/ . 

Clery Act

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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml .

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 . More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml .

EEO

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf .