Type of Appointment: Full Time, Probationary

Job Classification: Confidential Administrative Support III

Anticipated Hiring Range: $5,357 - $7,500 per month

Work Schedule: Monday - Friday 8:00AM to 5:00PM


THE DEPARTMENT:

The Division of Student Affairs at Cal Poly Pomona fosters student success, wellbeing, belonging, leadership development, and engagement through high-quality programs, services, and resources that support students throughout their educational journey. The Division oversees a broad portfolio of departments, programs, and auxiliary organizations serving more than 25,000 students while collaborating extensively with Academic Affairs, Enrollment Management, the President’s Office, the CSU Chancellor’s Office, Associated Students Incorporated, and external community partners. As the executive office for the Division, the Office of the Vice President provides strategic leadership, operational oversight, and organizational coordination across the division and serves as the primary liaison between Student Affairs, university leadership, and external partners.

DUTIES AND RESPONSIBILITIES:

Executive Operations & Strategic Support

• Serve as the primary operational partner to the Vice President.
• Manage the daily operations of the Office of the Vice President.
• Anticipate executive needs and resolve issues proactively.
• Prepare executive briefings, background materials, talking points, correspondence, and presentations.
• Conduct research on university, CSU, and higher education issues to support executive decision-making.
• Maintain awareness of divisional priorities and recommend sequencing of competing priorities.
• Keeps informed of university policies, CSU system initiatives, executive priorities, and organizational issues to independently provide informed recommendations and support executive decision making.
• Exercise independent judgment in handling sensitive and confidential matters.
• Coordinate agendas, briefing materials, action items, and follow-up for Executive Leadership Team meetings, one-on-one meetings, Cabinet meetings, and other executive engagements.

Executive Project & Initiative Management

• Develop and maintain executive tracking systems for priorities, strategic initiatives, reports, assignments, action items, and deadlines.
• Monitor progress and independently follow up with AVPs, directors, and campus partners.
• Identify risks, competing priorities, or missed deadlines and recommend solutions.
• Prepare executive status reports and maintain project dashboards.
• Ensure strategic initiatives move from planning through implementation.

Executive Communications & Research

• Research policy issues and emerging trends that affect Student Affairs at the local, state, and national level.
• Prepare executive summaries, briefing papers, and presentations.
• Review documents for quality, completeness, and accuracy.
• Monitor emerging issues and communicate relevant information to the Vice President.

Executive Coordination & Division Liaison

• Serve as a liaison with the President's Office, Academic Affairs, Executive Leadership Team, AVPs, directors, and external partners. 
• Facilitate communication and coordination across the Division.
• Handle sensitive inquiries with diplomacy and professionalism.

Administrative & Operational Support

• Coordinate executive travel, purchasing, personnel paperwork, recruitments, calendaring, office administration, and other operational functions.
• Leverage technology and project management tools to improve workflow efficiency.

QUALIFICATIONS:

• Bachelor's Degree - Or equivalent
• Minimum of five years supporting senior executives in a complex organization
• Executive project management
• Executive presence and political acumen
• Independent judgment and sound decision-making
• Research and analytical thinking
• Exceptional written and verbal communication
• Ability to anticipate needs and solve problems proactively

PREFERRED QUALIFICATIONS:

• Minimum of five years supporting senior executives in a complex organization.
• Experience supporting vice presidents, presidents, CEOs, cabinet members, or equivalent executives.
• Demonstrated success coordinating executive operations, strategic initiatives, and complex projects.
• Experience in higher education, government, healthcare, or another highly regulated environment.
• Exceptional attention to detail, follow-through, and organizational systems management. Core Competencies
• Executive project management
• Executive presence and political acumen
• Independent judgment and sound decision-making
• Research and analytical thinking
• Exceptional written and verbal communication
• Ability to anticipate needs and solve problems proactively
  
  

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 the California State University Out-of-State Employment Policy.

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 the California State University Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,357 and maximum $13,360 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 the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety 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 Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

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 ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.