Lead Coordinator, Veterans Resource Center

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: Academic Professionals of California – Unit 4

Job Classification: SSP IV

Classification Salary Range: $5,732 - $8,176 per month

Anticipated Hiring Amount: $5,732 – $5,805 per month

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

Recruitment Closing Date: September 21st , 2023

THE DEPARTMENT

Cal Poly Pomona's Veterans Resource Center was established in 2012 to support its military-affiliated students' academic and personal success. The Center is a central resource for information, support, guidance, and community. It is a center of excellence that models a teamwork environment. This team strives to develop comprehensive services that will enrich the lives and support the success of Cal Poly Pomona's military-affiliated students. The Dean of Students Office at Cal Poly Pomona is a unit under the Division of Student Affairs that holistically supports student success through intentional programs, initiatives, and collaborative partnerships (engagement), fosters an inclusive and student-centered culture (equity and access), and creates innovative and integrative co-curricular pathways rooted in career readiness and civic engagement (lifelong learning and advocacy).

DUTIES AND RESPONSIBILITIES

Planning & Coordination of Veterans Services & the Veterans Resource Center:  

• Coordinate an effective system for tracking in Peoplesoft and managing prospective and enrolled military-affiliated students at Cal Poly Pomona (CPP) to independently determine their eligibility for benefits in conjunction with the respective Enrollment Management & Services departments (i.e., Admissions, Registrar, and the Office of Financial Aid & Scholarships) and Outreach, Recruitment, and Educational Partnerships.
• Work in conjunction with these offices in making decisions to admit applicants to CPP consistent with applicable provisions of Title V of the State of California Code of Regulations and various orders, regulations, and guidelines of the California State University as it relates to military-affiliated student admissions and benefits (including but not limited to late admission applications, military status verifications, admission deferment requests, re-enrollment after military service, admission appeals, residency, and enrollment deposit waivers for eligible applicants).
• Collaborate, consult, and work closely with the Office of Admissions in coordinating the University's admission processes and communications to prospective military-affiliated students (i.e., Cal State Apply, email communications, OnBase, and MyCPP) to ensure that such practices are supportive in meeting their enrollment needs and the certification of their educational benefits (including fee waivers and residency requirements).
• Serve as the secondary VA certifying official to support the primary VA certifying official in the Registrar's Office.
• Advise, plan, and communicate with prospective and enrolled military-affiliated students (i.e., veterans, military service members, dependents, and their parents) on all aspects of VA educational benefits (i.e., eligibility, benefits overview, VA application process) and how to establish these benefits at Cal Poly Pomona.
• Ensure that all and any upgrades in technology (i.e., VA Online Certification on Bronco Direct, VA Enrollment Manager, and the Cal Vet College Fee Waiver System) meet the expectation to process and certify military-affiliated students effectively to support student success and timely disbursements of their educational benefits. Interpret VA and Cal Vet policy regarding VA and Cal Vet education benefits programs (Chapters 30, 31, 33, 35 & 1606 and Cal Vet Fee Waiver) to implement the appropriate certification process for enrolled military-affiliated students successfully. Advise and guide military-affiliated students to determine eligibility, if applicable, to Department of Defense Tuition Assistance programs and ensure that the appropriate campus reporting is completed.
• Advise the Director of the Veterans Resource Center of any deficiencies and fields required for the effective enrollment processing and educational benefits certification. Support the Director of the Veterans Resource Center to ensure that CPP's military-affiliated students and the University maintain compliance with VA and Department of Defense (DoD) policies and procedures (i.e., DoD Compliance Reporting, VA Risk Based Surveys, and CSAAVE Annual Renewal Applications).
• Work closely with the Office of Admissions and Registrar's Office to assist military-affiliated students in filing various applications and documents on time (e.g., military leave of absence, withdrawals, etc.); collaborate and consult with the Information and Technology Services area to obtain listings, reports, and other information to track and analyze data about prospective and current CPP military-affiliated students; and work with various staff when needed in the Institutional Research, Planning & Analytics area in regards to Data Warehouse reports and Tableau Dashboards.
• Evaluate the needs of prospective military-affiliated students to guide them as they navigate the admission and enrollment process at CPP. Recommend pre-admission counseling to prospective military-affiliated students and provide advising and support by tracking the completion of their benefits documentation and enrollment requirements. Provide individual and group advising/counseling to prospective and enrolled military-affiliated students.
• Assist prospective and current military-affiliated students in completing financial aid applications and submitting documents before specified deadlines. Communicate regularly with prospective military-affiliated students to acknowledge their interest in CPP, develop and implement strategies for admitted military-affiliated students to enroll and complete their orientation requirements; make appropriate referrals to all university offices and other institutions and service providers.
• Serve as a point of contact by responding to inquiries and requests for information about services for military-affiliated students, share CSU information about admissions and services as they relate to military-affiliated students, and conduct outreach to prospective and current military-affiliated students and alumni by hosting and/or participating at on and off campus events. The incumbent maintains effective working relationships with staff, faculty, and administrators to provide appropriate student support, referrals, and access to on and off-campus resources.
• Support the Director of the Veterans Resource Center with the Veterans Success Committee to develop faculty and staff workshops that will foster a supportive military-friendly environment and increase the awareness of the challenges and the unique services available to CPP's military-affiliated students. The incumbent promotes an environment of inclusion and cultural sensitivity and serves as a point of response to military-affiliated students who may raise issues or concerns about the services provided by the campus.
• Respond and troubleshoot student conduct issues and report them to the VRC Director as soon as possible. Facilitate meetings with VRC staff for review of student issues to provide input and determine courses of action.

Oversight and Lead for Veterans Resource Center Staff and VRC Operations:

• Oversee the process of recruiting, interviewing, hiring, training, and providing lead support to student assistants (e.g., Veteran Resource Advisors, Lead Veteran Resource Advisors, Horses for Heroes Program Assistants, and Veteran Ambassadors). Support the Director of the VRC in developing and implementing a comprehensive training and orientation program to prepare student assistants and professional staff on how to support and better serve the needs of CPP's military-affiliated students (e.g., becoming familiar with campus culture, campus resources and services, external organizations, resources and services, mentorship, and guidance, etc.).
• Serve as VRC Lead and will participate in department projects, meetings, other university committees, and various campus organizations, representing the interests of the VRC and its constituents. The incumbent will meet weekly with the Director of the VRC and follow up on action items as appropriate; prepare weekly progress reports and periodically process status and analytical reports; handle special projects assigned by the Director of the VRC.
• Prepare and submit semesterly and annual enrollment reports for the VRC (military-affiliated students) that review the application, admission, and enrollment patterns; also, in conjunction with the Office of Outreach, Recruitment, and Educational Partnerships, incorporate an outreach and recruitment plan that outlines proposed activities, timelines, and resources.
• Meet weekly with VRC professional and student staff to lead and support veteran services and the operations of the VRC; provide feedback on performance evaluations of full-time employees and student assistants within the VRC unit; provide recommendations of attendance and vacation approval requests from VRC staff before routing them through the organizational line for review and final approval.
• Lead the coordination of all events, activities, and programs facilitated or sponsored by the Veterans Resource Center in person and/or virtually.
• Provide solution-oriented problem-solving and program development that supports military-affiliated student academic achievement, engagement in High Impact Practices, and military-affiliated student retention and graduation (e.g., identify and address well-being needs, troubleshoot and address any enrollment services issues such as business processes and policies to improve student retention and comply with federal and state legislation.)
• Plan, develop and manage the VRC Newsletter VRC Laptop Loaner Forms, and provide recommendations for necessary updates. They will serve as the VRC safety liaison to ensure VRC compliance with emergency preparedness.

Budget and Fund Development:

• Monitor and track the Veterans Resource Center budget for grants, donations, and Student Success Fee, which averages over $500,000.00 annually. Identify and implement the appropriate payment process for services, equipment, and/or supplies needed by the department.
• Responsible for monitoring, tracking, and preparing student assistant and professional staff payroll utilizing state, federal, VA, and grant funding (e.g., timekeeper duties).
• Manage state and philanthropic purchasing cards for department expenses (e.g. supplies) and will maintain compliance with the appropriate monthly p-card reconciliation guidelines and processes.

Professional Development & Other Duties as assigned:

• Participate in staff meetings, in-service training sessions, retreats, planning meetings, and other professional development activities; attend conferences and keep current on issues as they relate to military-affiliated students, VA, Cal Vet, and DoD policies and processes. Participate in monthly CSU systemwide Veterans Affairs conference calls.
• Maintain expert knowledge of current laws, policies, and procedures related to veterans' education issues by reading relevant materials, interacting with on and off-campus colleagues, and attending relevant conferences and other veteran-related activities as necessary.

QUALIFICATIONS

• Equivalent to graduation from a four-year college or University in a related field plus upper division or graduate course work in counseling techniques, interviewing, and conflict resolution where such are job-related.
• The following knowledge and abilities, as well as those listed at lower levels in the Student Services Professional series, are required for appointment to this classification. 
• Thorough knowledge of the policies, procedures, and practices of the program area to which assigned or the ability to quickly acquire such knowledge. General knowledge of the policies, practices, and activities of Student Services programs outside the program to which immediately assigned; general knowledge of the principles, problems, and methods of public administration, including organizational, personnel, and fiscal management; general knowledge of advanced statistical and research methods. 
• Ability to carry out very complex assignments without detailed instructions; advise students individually or in groups on varied and complex matters; determine the appropriate course of action and proper techniques to utilize while engaged with individuals and groups in personal interactions of a sensitive nature; reason logically and analyze and solve organizational and operating problems of one or several program areas; plan, coordinate and initiate actions necessary to implement administrative or group decisions or recommendations; analyze and define complex organizational, policy or procedural problems, collect and evaluate data, draw valid conclusions and project consequences of various alternative courses of action; understand the roles and responsibilities of others and to gauge relationships accordingly by taking into account the variety of the interrelationships, motivations and goals of the members of the organization served; and establish and maintain effective, cooperative and harmonious working relationships in circumstances which involve the denial of requests or the necessity to persuade others to accept a different point of view. 
• Possession of these knowledge and abilities is typically demonstrated through the equivalent to four years of progressively responsible professional student services work experience which includes experience in advising students individually and in groups, and in analysis and resolution of complex student services problems. A master's degree in Counseling, Clinical Psychology, Social Work or a job‑related field may be substituted for one year of professional experience. A doctorate degree and the appropriate internship or clinical training in counseling, guidance or a job‑related field may be substituted for two years of the required professional experience for positions with a major responsibility for professional, personal or career counseling.

Preferred Qualifications

• A master's degree and student services experience working with military-affiliated students.
• Ability to establish and maintain cooperative working relationships, work as part of a team, collaborate with colleagues, and maintain a positive and respectful attitude. Ability to make written and oral presentations/reports. Knowledge of U.S. and California Department of Veteran Affairs education benefits. Ability to interpret and apply University and systemwide admissions and enrollment policies and procedures and adhere to appropriate rules and regulations. Ability to carry out complex assignments without detailed instructions; advise students individually or in groups on varied and complex admissions and enrollment matters. Determine the appropriate course of action and proper techniques to utilize while engaged with individuals and groups in in-person interactions of a sensitive nature; reason logically and analyze and solve organizational and operating problems related to the military-affiliated student population policies and procedures. Collect and evaluate data, draw valid conclusions, and project consequences of various alternative courses of action. Commitment to the University's student-centered philosophy and knowledge of critical issues that impact higher education. Excellent writing and editing skills. Personal involvement in student activities and enthusiasm for working with military-affiliated students and promoting their success; Commitment to educational equity and student success.

COVID-19 Vaccination

Individuals who access in-person on- or off-campus University programs or activities are strongly recommended to follow the COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention and the California Department of Public Health and to follow any campus safety measures that may be recommended or required by Cal Poly Pomona to decrease the likelihood of COVID-19 transmission or illness and allow the core mission and activities of the campus to continue.  The complete text of the policy may be viewed at COVID-19 Vaccinations and Other Safety Measures .

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 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.