Type of Appointment: Full Time, Probationary

Job Classification: Executive Assistant I

Anticipated Hiring Range: $4,799 to $5,093 per month

Work Schedule: Monday - Friday 8:00 am - 5:00 pm


THE DEPARTMENT:

The office of the Provost and Vice President for Academic Affairs has responsibility for the management of the academic enterprise of the University with over 1,400 full-time and part-time faculty and a staff of 450, who collectively serve a student population of over 26,000. The student population is served through several areas in central Academic Affairs and ten colleges. Areas in central Academic Affairs include: (1) Office of Student Success (University Advising, Academic Engagement & Success, Learning Resource Center); (2) Academic Programs (Undergraduate Studies, Graduate Studies, Assessment & Program Review); (3) Faculty Affairs (Academic Personnel, Center for the Advancement of Faculty Excellence; and Reserve Officers' Training Corps); (4) Enrollment Management and Services (Student Systems & Operations, Admissions, Financial Aid and Scholarships, Registrar's Office, TRIO Pre-College Programs); (5) Research and Innovation (Research and Sponsored Programs, Research Compliance, Centers and Institutes, Animal Care Facility); (6) Academic Resources (Financial Resources, Space Planning); (7) Academic Planning (Scheduling, Academic Senate); (8) Academic Innovation (Kellogg Honors College, Student Innovation Idea Labs, Career Center Office of Undergraduate Research, Center for Community Engagement); as well as responsibilities for Technology, and Web Development. The ten colleges are (1) Don B. Huntley College of Agriculture; (2) College of Business Administration; (3) College of Education and Integrative Studies; (4) College of Engineering; (5) College of Environmental Design; (6) Collins College of Hospitality Management; (7) College of Letters, Arts, and Social Sciences; (8) College of Science; (9) University Library; and (10) College of Professional & Global Education.

DUTIES AND RESPONSIBILITIES:

Executive and Office Administrative Support

• Coordinate and maintain executive calendars for the Chief of Staff and provide scheduling support for the Provost as directed. 
• Schedule meetings, initiate calendar invitations, confirm logistics, and prepare draft agendas and meeting materials.
• Arrange travel logistics including registration, transportation, and lodging in accordance with University procedures.
• Prepare routine correspondence, reports, and presentations for review and approval.
• Monitor incoming communications to the Provost’s Office and route or respond appropriately.
• Schedule golf cart for required maintenance and collaborate with colleges to schedule the use of the golf cart, ensure that person reserving the golf cart is an approved driver.
• Arrange for name tags and awards as needed.
• Reconcile purchasing card and travel expenses for the Provost’s Office in compliance with University guidelines.
• Assist with non-confidential aspects of MPP searches and divisional processes (e.g., logistics coordination, candidate visit scheduling).
• Support divisional leadership meetings by preparing materials and coordinating follow-up items.
• Provide support to the Chief of Staff (for non-confidential administrative support) including scheduling meetings and triaging walk-ins to the office.

Primary Point of Contact & Front Office Operations:

• Serve as the first point of contact for visitors, faculty, staff, students, and external partners contacting the Provost’s Office. 
• Provide accurate information regarding Academic Affairs policies and procedures and route inquiries appropriately.
• Manage incoming phone calls, emails, and walk-ins with professionalism and discretion.
• Maintain the Provost’s Office conference room scheduling via 25Live and approve internal reservations.
• Oversee front office operations, including office supplies, service requests, IT coordination, and equipment maintenance.
• Develop and maintain standard operating procedures (SOPs) for front desk and executive assistant functions.

Administrative & Operational Coordination:

• Process expense reports, invoices, travel documentation, and financial transactions in accordance with CSU and University policies.
• Serve as a resource to divisional administrative staff regarding travel submissions and ServiceNow workflow tracking.
• Assist with onboarding new MPPs, coordinate with appropriate staff for ordering computers, keys, and new processes.
• Assist and back-up for review and upload travel documentation and ensure completeness prior to executive review.
• Assist with maintaining Academic Affairs web content and ensure periodic review of web materials for accuracy.
• Maintain shared electronic filing systems and records management processes.
• Collaborate with college and divisional administrative staff to improve administrative workflows and communication processes.

Event and Program Coordination:

• Coordinate logistics for meetings and events hosted by the Provost’s Office, including catering, RSVP tracking (Eventbrite), parking, signage, and materials.
• Support the Provost’s Awards for Excellence process, including coordinating application tracking, assisting with committee logistics, and supporting the annual symposium event. Accountable for the workflow and tracking priorities. Assists the chair with meetings, coordinating the nominees, and tracking nominee applications. Coordinates the annual Provost's Awards Symposium.  Collaborates with StratComm and Media Vision for announcements and recording the awardees. Collaborate with Academic Affairs Forum committee for award presentations.
• Arrange conference room setups and coordinate audiovisual needs as required.

Coordinate meetings and events hosted by the Provost's Office.

• Create Eventbrite and RSVP lists.
• Order catering
• Arrange for parking.
• Assist with creating flyers, decorations, signage, etc.
• Assist with check-in for registered participants.

Lead Work Direction & Backup Support 

• Also assists with regular office duties including, but not limited to: Provide lead work direction and training to 1–2 student assistants.
• Serve as backup to the Administrative Analyst/Specialist for divisional travel coordination and related administrative functions. 
• Assist in updating organizational charts, web content, and internal documentation as directed.
• Assist with office projects and special assignments as directed.

QUALIFICATIONS:

• Combination - Equivalent to a bachelor’s degree in a related field. Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
• Valid driver's license and insurance 
• Working knowledge of general administrative practices, programs, and methodologies.
• General knowledge of business administration.
• Skill in following guidelines and providing input and feedback.
• Strong organizational and time management skills to plan, organize, and prioritize work.
• Analytical skills to collect, analyze, and summarize data and metrics.
• Strong communication and interpersonal skills.
• Excellent attention to detail and accuracy.
• Skilled in leading, training, and mentoring administrative staff, student employees, and volunteers.
• Proficiency in current word processing, spreadsheet, and relevant software applications.
• Ability to handle confidential and sensitive information with discretion and maintain strict confidentiality.
• Ability to work independently and as part of a team and build relationships with diverse stakeholders.
• Flexibility to adapt to changing priorities and deadlines

PREFERRED QUALIFICATIONS:

• Bachelor's degree in related field and/or three years of upper-level administrative office duties.
• Experience in administrative support, executive office operations, or a related field that demonstrates the knowledge, skills, and abilities listed above is desirable
• Strong analytical skills or ability to develop them.
• Ability to understand problems from a broad perspective and anticipate the impact.
• Independent work capability.
• Proficiency in managing multiple work priorities and projects.
• Skill in troubleshooting office administration problems and responding to inquiries and requests.
• Knowledge and understanding of CPP policies and procedures.
• Thorough knowledge of executive-level office procedures.
• Strong writing and editing skills.
• Flexibility to react to changing priorities without notice.

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.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. 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 $4,799 and maximum $6,992 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.