Executive Assistant to the Presidential Associate for Community Partnerships | Cal Poly Pomona
Location
Pomona, CA | United States
Job description
Executive Assistant to the Presidential Associate for Community Partnerships Job No: 535588
Work Type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical 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 9
Job Classification : Administrative Analyst/Specialist - Exempt
Anticipated Hiring Amount: $4,170- $5,165 per month
Work Hours : Monday - Friday 8:00am-5:00pm
THE DEPARTMENT 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, its 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 Partnerships and Expanding Access under the Office of the President.
DUTIES AND RESPONSIBILITIES Administrative Coordination
- Serves as the first point of contact for the Presidential Associate while providing the highest level of customer service when greeting visitors and guests, including community partners, students, parents, faculty, and staff.
- Responsible for scheduling appointments for the Presidential Associate to include anticipating impact on daily, weekly, and monthly schedules; coordinates travel arrangements, submits travel authorizations and expense claims.
- Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; ability to interpret and apply policies and procedures independently; and use judgment and discretion to act when precedents do not exist.
- Ability to independently handle multiple work unit priorities and projects simultaneously; develops systems to track deadlines and tasks to assure timely progress.
- Assists with the coordination of communication, messaging, and correspondence; edits and proofreads materials to ensure accuracy of content, grammar, punctuation, spelling as well as ensure proper formats are utilized.
- Develops presentations and print materials (e.g., agendas, brochures, invitations, nametags, tent cards, workshop programs, etc.) for the Presidential Associate to include meetings, events, open forums, internal and external briefings, and community outreach efforts.
- Coordinates and leads administrative functions to include conference and meeting room reservations, ordering catering, and preparing meeting materials.
- Ability to perform business math, analyze budgetary data, make accurate projections, and track expenditures and equipment inventory as needed.
- Effectively handle interpersonal interactions at all levels, including highly confidential or sensitive situations that may involve external constituents, parents, students, faculty, or staff.
- Takes appropriate action to successfully resolve time sensitive issues; ability to use negotiation and persuasion skills to achieve results and expedite projects.
Project Coordination and Event Support
- Serves as lead administrative support for ad hoc committees under the oversight of the Presidential Associate.
- Serve as project coordinator for the development and implementation of new technology platforms utilized by the department.
- Provide support as needed for various prospective student yield events to include: - Explore CPP/Fall Preview Day - Leadership Summit Series with community colleges and high schools in the region. - Spring Open House (campus wide event) - Summer Staff Outreach Retreats - Counselor & Community Based Organization Trainings - Events with special emphasis on underrepresented populations, i.e. African American and Native American.
Budget and Payroll Coordination
- Serve as backup to the Budget Coordinator regarding purchasing, payroll, and onboarding new employees. The Executive Assistant must identify, register for, and attend appropriate trainings to maintain skills and to ensure awareness of new policies and procedures.
- As backup timekeeper, the incumbent will provide support to the primary timekeeper in preparing monthly attendance reports for OREP staff to include payroll certifications. The incumbent will maintain a department absence calendar of scheduled and unscheduled absences for monthly payroll reconciliation.
- The Executive Assistant will review all travel submitted in Concur prior to the Presidential Associate's review/approval.
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.
- Two (2) years of related experience
Working knowledge of, and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations; thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty; working knowledge of operational and fiscal analysis and techniques; ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Skill in research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations; expertise in investigating and analyzing problems with a broad administrative impact and implications; ability to anticipate problems and address them proactively; demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form; ability to train others on new skills and procedures and provide lead work direction.
Preferred Qualifications - Proficient in a variety of technologies, including Internet, CRM, relational databases, and Microsoft Office.
- Adaptability and change management skills, with the ability to effectively navigate new processes and programs.
- Three years of progressively responsible analytical experience in higher education or a similar demanding setting, involving the preparation, justification, and analysis of administrative functions.
- Strong understanding and interpretation abilities of policies, procedures, and principles, particularly in the context of public higher education or other public entities.
- Experience in data analysis, making accurate projections using business mathematics and statistical techniques, and compiling, writing, and presenting reports related to program or administrative specialties.
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 .
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 .
Conflict of Interest This position is a 'designated position' in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. 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.
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 $4,170 and maximum $7,545 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.
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.
EEO 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: February 05, 2024 (9:00 AM) Pacific Daylight Time
Applications close: February 19, 2024 (11:55 PM)
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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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