Type of Appointment:

Job Classification: Admin Analyst/Specialist NE

Anticipated Hiring Range:

Work Schedule: M-F, 8am - 5 pm


THE DEPARTMENT:

The Office of Admissions is an organizational unit of the Division of Enrollment Management, which strives for excellence through a student-centered philosophy. The division has adopted a set of values that every Enrollment Management staff member is responsible for promoting. In addition to a student-centered philosophy, these values are: integrity, interconnectedness, passion, quality, and richness of diversity. In performing the duties assigned to this position, all staff members are expected to consistently demonstrate attitudes and behaviors that are in keeping with these divisional values. The Office of Admissions is responsible for the admission activities for international and out-of-state prospective undergraduate and graduate students as well as the admission activities for all undergraduate and graduate students, in addition to transfer credit for new entering transfer students. The Office is meeting the goals of the University by promoting the image of the University, its programs and uniqueness both domestically and internationally. The Office is also charged with assisting with the setting and meeting of the enrollment goals of the University via strategically reviewing trends, needs and capacity issues; planning with Deans and senior management; developing relationships with the campus and external communities; providing timely, accurate and comprehensive services to students and the campus throughout the recruitment, admission and enrollment processes. The Office is responsible for compliance with federal, state, CSU system and University requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU Chancellor's Office, and the external community. Application processing, eligibility determination, counseling, reporting and enrollment planning are primary functions of this office. The Office of Admissions is housed within the Division of Enrollment Management and reports to the Vice President for Enrollment Management. The Office plays a leadership role in enrollment management and planning, in conjunction with other campus constituents.

DUTIES AND RESPONSIBILITIES:

ADMISSIONS OPERATIONS & TECHNICAL SUPPORT

• A thorough understanding of freshman, transfer, and graduate admission requirements, including GPA and unit calculations, A-G subject areas, and Golden Four Coursework, test scores, and transcript requirements.
• Provides comprehensive operational assistance for undergraduate and graduate admissions, including, but not limited to, coordinating applicant review workflows, monitoring application progress, identifying outstanding or incomplete items, resolving processing issues, and ensuring applications are processed accurately and timely in accordance with CSU, university, and applicable program admissions policies and procedures.
• Coordinates the preparation of applications for admission decisions, including, but not limited to, reviewing applicant eligibility and application information, identifying complex, exceptional, or non-routine cases, researching discrepancies, and facilitating manual review and evaluation processes as needed to ensure accurate and timely admission decisions.
• Maintains the accuracy, completeness, and integrity of applicant and admissions records, including, but not limited to, updating and correcting applicant data, researching and resolving record discrepancies, performing data cleanup and reconciliation, and utilizing PeopleSoft, queries, reports, and other admissions systems to monitor records and identify data or processing issues requiring corrective action.
• Performs and coordinates admissions processing for specialized applicant populations and unique admission scenarios, including, but not limited to, Dual Enrollment, Young Scholars, and other special programs.
• Responsibilities include reviewing applicant information, manually creating applications and associated records, resolving application and processing issues, and ensuring applicable CSU, university, and program requirements are appropriately applied.
• Performs specialized admissions processing, data review, and reconciliation activities, including, but not limited to, Associate Degree for Transfer (ADT) cleanup, ERS processing, transfer pathways, and related admissions functions. Reviews and validates applicant and academic data, researches discrepancies, identifies processing issues, and takes appropriate corrective action in accordance with established policies and procedures.
• Coordinates student conduct-related admissions processing, including, but not limited to, reviewing applicant records for required conduct information, checking existing student conduct profiles, creating profiles when necessary, updating and maintaining applicable information, and facilitating the availability of accurate student conduct information for admissions review and processing.
• Performs admissions document processing activities, including, but not limited to, maintaining transcript and academic document data, updating applicant records, researching missing or inconsistent information, reconciling transcript-related data, and ensuring required documents and academic information are complete, accurate, and available to facilitate application evaluation and admissions processing.
• Collaborates with Admissions staff, academic departments, Information Technology, and other campus partners, including, but not limited to, researching and resolving applicant, data, and system-related issues; coordinating specialized processing needs; participating in system testing and enhancements; and facilitating solutions that promote accurate, consistent, and timely admissions operations.
• Assists in evaluating admissions workflows, procedures, and business processes, including, but not limited to, identifying recurring processing or data issues, recommending operational improvements, documenting procedures, participating in the implementation of process or system enhancements, and contributing to improvements in operational efficiency, data quality, consistency, and service to prospective students.

OFFICE OF ADMISSIONS SUPPORT

• Participates in all Office of Admissions, Enrollment Management, and divisional staff development and staff meetings, and attends major department events that promote the University (e.g., Fall Preview Day and Spring Open House). Conducts testing of admission systems and modifications (e.g. Cal State Apply application, Bronco Applicant Portal (Slate), Peoplesoft processes, etc.).
• Adheres to laws and policies established in regard to computer data, records, accounting, and personnel by the California State University, Cal Poly Pomona, and the Office of Admissions to show sensitivity and appropriate conduct as a University employee.
• Adheres to and properly advises prospective and admitted students regarding CSU residency policies.
• Performs administrative and programmatic duties as assigned.
• Including but not limited to providing generalist support at the department service desk, on telephones, and via other virtual platforms.
• Responds to inquiries regarding the application process, admission status, CSU eligibility, required documents, admission appeal process, etc.
• Incumbent will perform customer service duties and support the front-facing counter of Admissions on a rotation/as needed basis as determined by the department management and leads and is based on operational needs. Able to solve visitor inquiries such as interpretation of student portal checklists, service indicators, admissions statuses, enrollment appointments, etc.
• Maintains a broad understanding of the admission, matriculation, mandatory orientation, and various enrollment policies. To ensure compliance and maintain the integrity of applicant and student records, staff members are strictly prohibited from making unauthorized changes without explicit HEERA permission.

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. and
• Equivalent training and administrative work experience of one year involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Working knowledge of general practices, program, and/or administrative specialty.
• Basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of budget policies and procedures.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects, including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to the program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

PREFERRED QUALIFICATIONS:

• Bachelor's degree preferred.
• Familiarity with California community college courses.
• Strong oral communication and interpersonal skills.
• Ability to understand problems from a broad perspective and anticipate the impact.
• Ability to work independently.
• Ability to handle multiple work priorities and projects.
• Ability to use judgment and discretion to act when precedents do not exist.
• Knowledge and understanding of CPP policies and procedures.
• Strong customer service.
• Skilled in desktop computing specifically Microsoft Outlook Suite.
• Ability to use campus resources to acquire needed information

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

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..