Visitor Services and Communications Assistant

Updated: 3 months ago
Location: Pomona, CALIFORNIA


Posted: 23-Nov-23

Location: Pomona, California

Type: Full-time

Salary: Open


Student Affairs/Services

Internal Number: 4812791

Visitor Services and Communications Assistant
Job No: 533852
Work Type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union - Unit 7
Job Classification: Administrative Support Coordinator I
Anticipated Hiring Amount: $3,505 - $4,000 per month
Work Hours: Monday - Friday 8:00am-5:00pm

Outreach, Recruitment & Educational Partnerships (OREP) is responsible for outreach and recruitment of prospective domestic undergraduate students and plays a key role in enrollment planning and reporting. OREP is charged with promoting the image of the University, it's programs and uniqueness; attracting and recruiting a diverse and high achieving pool of applicants; developing relationships and collaborations with campus external and internal constituents; and, providing timely, accurate and comprehensive services to students and campus through point of inquiry and enrollment. OREP provides dedicated quality outreach and recruitment programs and strategic communication to prospective students, schools and community organizations and the delivery of student services that support recruitment, college readiness, and persistence. Programs include domestic undergraduate outreach, out-of-state recruitment, and campus tour programs. OREP reports to the Presidential Associate for Community & Campus Partnerships & Student Experience in the Office of the President.
Communication Support

  • Provide communication support for outreach events/special programs to include website updates, development of email marketing campaigns, managing social media platforms, CRM event specific messaging, and other event tracking platforms.

Campus Tour Program
  • Assist the Visitor Services Coordinator with updating and maintaining the Campus Tour Guide, printed materials, and other public-facing documents by staying in regular communication with other campus departments to ensure information is accurate.
  • Assist the Visitor Services Coordinator in developing and maintaining the virtual Campus Tour platform.

Student Assistant Scheduling & Event Staffing/Bronco Outreach Ambassadors (BOA)
  • Coordinate schedules of 35 student assistants for Campus Tours, Group Tours, VIP Tours, Specialized Tours, outreach/yield events, and OREP office and welcome center support.
  • Create, maintain, and update files pertaining to student assistant availability, time-off requests, demographic information, training, and DMV Pull Notification Program files.
  • Day-to-day student assistant schedule management to ensure student assistant shift times are correctly reflective of the student assistant work hours and anticipate any last minute day-of changes due to student assistant absences or tour requests.
  • Approve and deny student assistant shift trades and time off-requests and ensures sufficient coverage of student assistants for day-to-day operations.
  • Communicate any gaps in student assistant coverage or issues related to student assistants to the Visitor Services Coordinator.
  • Ensure the student assistants scheduled hours are consistent with the budgeted payroll for student assistant salaries allotted to the Visitor Services unit.
  • Assist the Visitor Services Coordinator with student assistant hiring, training, and recruitment for campus tour guides.
  • Host weekly office hours for BOAs to address questions or concerns regarding weekly assignments.
  • Assist the Visitor Services Coordinator with developing programming for the monthly BOA staff meetings.
  • Assist with determining and planning appropriate professional and career development training.

Visitor Services/Campus Tour Email Inbox
  • Day-to-day management of the Visitor Services email inbox.
  • Communicates within the Visitor Services email inbox with prospective student applicants, parents, school counselors, and community agencies internal and external to the University about the Campus Tour Program.
  • Process, log, confirm or deny group tour requests that come into the email inbox from various stakeholders in the campus community.
  • Utilize judgment in accommodating group tours based on student assistant availability, tour schedule, geographic considerations, specialized recruitment populations, and budgetary considerations.

Visitor Services Equipment & Supplies Liaison
  • Day-to-day management of Visitor Services campus tour equipment and printed materials.
  • Ensure that student assistants are checking in equipment at the beginning of their shift and returning them at the end of their shifts.
  • Evaluate Visitor Services supply needs and request additional supplies when needed.

General Administrative Duties
  • Provide administrative assistance and support to department managers and staff as needed to support special projects, events, or other activities.

  • High School diploma or its equivalent
  • Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent

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 effectively handle a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.
Preferred Qualifications
  • Must have excellent written and oral communication skills
  • Outstanding interpersonal and social skills in dealing with a diverse group of people
  • Ability to work independently
  • Ability to use good judgment, initiative and resourcefulness in planning work assignments
  • Attention to detail and follow-through and experience with leading student workers.
  • Experience in a higher education work environment.

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 .
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 .
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: . The CSU Salary Schedule is located on the following site: . The classification salary range for this position according to the respective skill level is: minimum $3,505 and maximum $5,508 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 .
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: and .
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.
Advertised: November 21, 2023 (9:00 AM) Pacific Daylight Time
Applications close: December 05, 2023 (11:55 PM)
To apply, visit
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About Cal Poly Pomona
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.
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