California State University
Location
Pomona, CA | United States
Job description
Job no: 535709
Work type: Staff
Location: Pomona
Categories: Confidential, Probationary, Full Time, Human Resources
Type of Appointment : Full-Time, Probationary
Job Classification : Confidential Administrative Support III
Anticipated Hiring Range : $6,700 - $7,200 per month
Work Hours : Monday - Friday, 8am - 5pm, unless otherwise notified.
Recruitment Closing Date : March 1, 2024
THE DEPARTMENT:
The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events, and activities that stimulate the involvement and interest of alumni, friends, parents, corporations, and foundations to develop relationships that will foster and stimulate giving to the university. The Office of the Vice President for University Advancement oversees the offices of development, alumni affairs, advancement services, and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundation, which serves as the official entity that receives and manages all contributions to the university.
DUTIES AND RESPONSIBILITIES:
HUMAN RESOURCE INITIATIVES AND FACILITATION
- Serves as the principal liaison between the Division of University Advancement and Employee and Organizational Development and Advancement (EODA/HR Operations) and University Advancement's department resources for human resource initiatives.
- Provides guidance and collaborates with AVPs, executive directors, directors, and administrative staff to propose the best options for staff resources. Provides guidance and support to managers and staff on recruitments, classifications and compensation requests, performance evaluations, and labor relations issues. Acts as a point-of contact and liaison for Human Resource related issues involving staff and management.
- Working knowledge of the recruitment and hiring process for all staff and management positions, including both career and temporary employment opportunities, best practices, and the applicable employer requirements for responding to employee notice and disclosure. Advise administrators and managers in negotiating staff and MPP offers of employment consistent with university and divisional equity and the CSUEU.
- Monitors and facilitates the completion of performance evaluations, mandatory training, and other required documents to ensure the division remains in compliance.
- In collaboration with EODA/HR Operations, consults and advises on human resource issues, changes, and practices by interpreting and applying policies, state and federal laws, and procedures. Works directly with the Executive Team on all human resource matters, including recruitments, new employee orientation, onboarding, reclassifications, in-range progressions, equity, and the divisional professional training program. Identifies, responds, and resolves complex and confidential human resource needs, challenges, and problems in the division, providing a key resource to administrators and managers to facilitate the decision-making process.
- Contact potential outside University Advancement professionals or search firms to educate/inform them of position openings. Provide information and advice on the benefits of the position and the university.
- Reviews and spearheads the processing and moving forward of all personnel-related documents and transactions and ensures that all such transactions conform to the university personnel policies, position control, and related budgetary processes.
- In collaboration with EODA/HR Operations, conduct salary analysis to ensure consistency and avoid employee inequity in preparation for the Vice President's review and approval.
- Working knowledge of Strategic Learning & Organizational Excellence group offerings, individual offerings, consultative services, monthly class offerings, course catalog, resource kits, professional development support, how-to, and required employee training. Is responsible for supporting and finding answers to employee questions and managers seeking guidance.
- Review, edit, and update position descriptions for all levels and classifications of staff, which requires thorough knowledge and the ability to interpret campus, CSU, and CSUEU policies and procedures. Initiates the recruitment for all levels and classification of staff.
- Establish and maintain confidential employee electronic files for all Division of University Advancement members.
- Prepares VP memos and correspondence for approval by the VP and requires Presidential approval relating to Human Resource actions.
- Oversees and coordinates the MPP, Confidential, and Union-represented review process by providing oversight and guidance to leadership and the VP to ensure that MPP reviews are completed on time and in compliance with University policy.
- Working knowledge of Compensation/Classification activities, including the classification evaluation of job responsibilities and equitable compensation. Consult with management on appropriate compensation and classification guidelines and procedures, best practices, and the applicable employer requirements for responding to employee notice and disclosure. Responsible for supporting employee questions and management responsibilities, seeking guidance.
- Confidential employees are regularly involved in communications that may affect bargaining unit conditions, negotiations, and/or grievances.
Payroll/Absence Management
- Serves as the key contact to Payroll Services, with a working knowledge of payroll procedures, processes, best practices, and the applicable employer requirements for responding to employee notice and disclosure. Responsible for supporting employee questions and managers seeking guidance from Payroll Services for final determination. Immediately refer possible pay discrepancies, employee separations, and related requests to the payroll services.
- Prepares divisional monthly reporting:
- Absence Management Coordination and Submittal
- Timekeeper for all departments
- Prepares monthly Payroll Certification Reports for the division and coordinates approvals
- Maintains staff calendar to review and track staff email boxes for time-off reporting and approvals.
Onboarding New Employees in University Advancement
- Initiate key requests and email information about University programs/services for review (holiday and pay schedule, link to faculty/staff news, etc.)
- Set up data security training in Skillsoft.
- Forward employee training link from EHS Setup phone with name/extension; make sure desk/workstation/office is adequately supplied.
- Update Campus Directory (Bronco 411) with name, title, location, etc., obtain personal contact information for Emergency contact rosters and phone tree, update the organizational chart and UA Roster with new hire details.
- Send email to mail distribution with specific department names for mailbag assignments, send email to Foundation and IT with revised UA Roster
- Work with Division Budget Analyst to order Foundation purchasing card; order name badge and business cards
- Arrange new employee campus tour, set up introduction meetings
- Provide training for payroll procedures, travel, cell phone reimbursement, etc.
Training Compliance and Opportunities/Employee Engagement
- Monitor and facilitate the completion of mandatory training and other required documents to ensure the division remains in compliance.
- Research and seek out opportunities for professional development and employee engagement.
- Lead onboarding, professional development programs, and offboarding of employees.
- Researches, analyzes, and provides solutions regarding human resource issues and best practices.
- Empower staff by maximizing the utilization of each individual’s strengths, skills, and abilities. Effectively handle interpersonal interactions at all levels and handle highly confidential interpersonal situations.
FINANCIAL/BUDGET
- Collaborates with the Division Budget Analyst on the compensation and funding for all divisional staff.
- Maintains budget-related reporting: recruitments, open, filled positions, IRP, and stipend reports.
- Tracks requested and approved budgets for open, new, and replacement positions—requests and tracks position numbers.
- Responsible for position management, tracks, requests, and establishes reporting and position numbers for the U.A, Division; strategically works with the Division Budget Analyst, Human Resources, Payroll, and Budget Services to design proper personnel placement.
SPECIAL PROJECTS/CRITICAL ISSUES FOR VP & EXECUTIVE TEAM
- Maintains the division’s emergency contact information and staff roster.
- Update the U.A. Division Organization Chart Coordinate, manage, and track reports requested by the Chancellor’s Office and President’s Office to ensure completion before deadlines for response.
- Provide administrative support, as needed, for special projects and committees, such as the CPP Philanthropic Foundation. Collaborate on the development and administration of department-wide projects.
- Provide knowledge and support to the division managers on employee relations matters while supporting the relationship of program administration, which are highly sensitive and confidential and must be handled with discretion.
- Conduct and coordinate the preparation of personnel studies and reports requiring research and contact with outside constituents and provide outcomes to the Vice President.
- May serve on recruitment panels and search committees during the recruitment interview process.
- Participate in weekly Executive Team meetings.
- Keep informed on various procedures that affect the division and the university.
QUALIFICATIONS:
- Bachelor’s degree and demonstrated training and/or the equivalent work experience.
- Five (5) years of related experience.
- Proven ability to multi-task, prioritize, organize, and complete multiple competing priorities, projects, and meetings while meeting deadlines.
- Comprehensive and detailed knowledge of applicable university and CSU system-wide policies and procedures.
- Ability to interpret and apply policies and procedures independently and use judgment and discretion.
- Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions in other areas.
- Ability to effectively handle interpersonal interactions at all levels and handle highly confidential interpersonal situations.
- Ability to work alone, collaboratively, and in teams
- Excellent oral and written communication skills.
- Knowledge of general accounting practices.
- Demonstrated ability to be highly discreet and confidential at all times.
PREFERRED EXPERIENCE:
- Five (5) years of experience serving in a senior administrative support position.
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
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
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: Feb 16 2024 Pacific Standard Time
Applications close: Mar 01 2024 Pacific Standard Time
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