Assistant to the Office of Student Success (AA/S NE) (Recruitment # 60327)

Type of Appointment: Full-time, Probationary

Collective Bargaining Unit: CSUEU Unit 9

Classification Salary Range: $3,288 – $5,695 per month

Anticipated hiring range: $3,288 – $4,090 per month

Recruitment Closing Date: April 18, 2017

THE DEPARTMENT:
The Office of Student Success provides leadership for multiple units focused on meeting the needs of Cal Poly Pomona’s diverse student body. The Office of Student Success oversees the coordination of academic advising initiatives to achieve shared goals, and development and implementation of academic intervention programs to help students make timely progress toward degree completion, and implementation of the University’s Early Alert system. Student Success provides oversight for academic and student success as related to academic policies, university advising, academic-related initiatives, and strategic planning. Student Success is responsible for the implementation and coordination of College-Based Success Teams and the development of policies and procedures related to student success. The office handles student petitions related to academic issues, including general academic petitions, late withdrawals, retroactive withdrawals, grade appeals, academic renewal and early commencement. Student Success provides oversight for University Advising , the Bronco Advising Center, the California Promise 4-year and 2-year Graduation Pledge Program, E-Advising tools, Academic First Year Experience (FYE), PolyTransfer Program, Early Start Program, the Learning Resource Center, the University Writing Center, Bronco Tutoring; Reading, Advising, and Mentoring Program (RAMP); and Science, Technology, Engineering, and Mathematics Students United to Create a Community for Engineering and Science Success (STEM SUCCESS). The Office of Student Success collaborates with the eight Academic Colleges, Student Affairs, Information Technology, Academic Programs, and other key partners to achieve student success strategic goals which include the improvement of four-year and two-year graduation rates and the elimination of equity gaps. The Office of Student Success partners across divisions and works closely with Academic Research and Resources (AR&R) and Institutional Research to produce reports for the Chancellor’s Office.

DUTIES AND RESPONSIBILITIES:
The Assistant to Office of Student Success provides administrative, technical, and analytical support for the interim AVPSS and Directors that report to the interim AVPSS; functions as executive assistant and applies a high degree of judgement, discretion, and initiative in coordinating meetings, conference calls, projects, activities, inquiries, and responses for the interim AVPSS and Directors and troubleshoots problems, handles highly confidential and sensitive issues, and responds to a variety of situations referred to the interim AVPSS and Directors by university officers and constituents. The incumbent maintains a complex executive appointment calendar, balancing consultation with the interim AVPSS and Directors with independent decisions based on knowledge of his priorities and goals; receives, screens, and responds to visitors, telephone calls, and correspondence directed to the interim AVPSS and Directors; makes appropriate referrals; keeps informed of a broad range of policies, procedures, and regulations; briefs the interim AVPSS and Directors in advance of meetings, provides folders containing background materials and pertinent information and sets up and maintains the interim AVPSS’s and Directors’ working files and a comprehensive office filing system. The incumbent functions as a liaison for the interim AVPSS and Directors with a wide range of individuals and groups, including the President, Vice Presidents, Associate Vice Presidents, Deans, Associate Deans, Academic Senate, Associate Students Inc. (ASI), students, faculty, staff, alumni, parents, Chancellor’s Office, professional associations, accrediting agencies, government officials, community leaders, and the general public; works closely with the interim AVPSS to provide guidance and support to line managers and staff, to foster a strong service culture within the subdivision, and facilitates assessment and quality improvement activities; establishes priorities and action timelines and creates and use database to manage workflow and to plan and coordinate projects. The incumbent assists the interim AVPSS and Directors in supporting the work of advisory boards and in fostering positive relations with current and potential donors and supporters; initiates and composes correspondence individually and on behalf of the AVPSS and Directors; ensures the technical and content accuracy of documents and responds to students concerns, receives and logs student petitions and appeals, consults as needed with Academic Affairs, Deans and Associate Deans, Departments Chairs, Registrar, Dean of Students, Judicial Affairs, and other offices. Prepare decision letters related to the student petitions. The incumbent organizes, publicizes, and coordinates special functions hosted and/or sponsored by the interim AVPSS and Directors, including campus visits, receptions, planning retreats, conferences, training sessions, and student activities; serves on committees and project teams and records, transcribes, and disseminates minutes and follows up on action items as necessary. The incumbent oversees day-to-day administrative office operations; provides management support for special projects as assigned; leads, trains, and assigns work to student assistants; receives, screens, and responds to visitors, and incoming telephone calls and provides general information, answers questions, and handles situations in which judgement, knowledge, tact, and diplomacy are critical. The incumbent maintains the master calendar and assists in planning and coordinating meetings and special events; makes travel arrangements, plans itineraries, and prepares expense reports; processes draft correspondence and assists in preparing research and grants proposals; prepares analytical reports, policy statements, and PowerPoint presentations; drafts, edits, and proofreads copies and designs, and coordinates the production of various publications . The incumbent develops and maintains comprehensive filing systems, databases, and policies and procedures manuals; maintains the subdivision’s emergency contact information; serves as research assistant for various research projects carried out by the interim AVPSS and Directors, transcribes interview tapes and field notes, gathers and analyzes data for statistical reports, investigates administrative processes, and provides ongoing feedback for process changes. The incumbent assists the interim AVPSS, department heads, and project staff in all phases of budget planning and administration to ensure the appropriate and efficient use of resources; supports the interim AVPSS in his role as principal investigator of several projects and grants and maintains approved interim AVPSS office budgets and monitors the financial activity of budgets, contracts and grants reporting departments and funded projects. The incumbent oversees general fund accounts as well as a variety of non-state funded accounts; coordinates credit card and petty cash accounts; serves as the unit’s purchasing agent; monitors allocations, reviews and approves expenditures which may require higher level signatures, tracks expenses and transfers, reconcile accounts by using the online PeopleSoft finance system and budget reports and prepares spreadsheets and financial reports and serves as a liaison to University Financial Services, Budget Office, Procurement and Support Services, ASI Budget Office, Foundation Financial Services (Grants and Contracts) and other offices. The incumbent maintains fiscal records, including budget forms, position status reports, vouchers, requisitions, purchase orders, and invoices; analysis, summarizes, and interprets information; evaluates processes; makes recommendations to promote efficiencies, and audits readiness, and full compliance with applicable laws, policies, and regulations; and advises the interim AVPSS, department heads, and project staff of significant budget issues, trends, irregularities, and corrective actions and meets periodically with budget coordinators of departments reporting to the interim AVPSS to share information and ensures adherence to fiscal policies and procedures. The incumbent serves as the Office of Student Success’ chief personnel and payroll specialist; handles sensitive and confidential personnel issues for the interim AVPSS and line managers; researches a wide range of employment and compensation issues and recommends action and functions as the Office of Student Success’ primary liaison to Human Resources, Payroll Services, Risk Programs, Faculty Affairs, Diversity and Compliance Programs, ASI Human Resources and Foundation Financial Services. The incumbent oversees the distribution of paychecks and direct deposits advices all employees in the Office of Student Success subdivision and organizes the maintenance of personnel records and tracks the completion and the processing of payroll and employment documents (including work plans, peer reviews, and performance evaluations) for all Office of Student Success employees. The incumbent provides administrative support for recruitments and searches; trains professional and support staff on search policies and procedures; keeps abreast of campus and system wide policies and procedures, collective bargaining agreements and pertinent federal and state laws; meets periodically with managers and/or key department staff to share information and ensures compliance with personnel and payroll policies and procedures and performs other duties as assigned.

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. 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 program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED EXPERIENCE:
A minimum five years administrative experience, including experience with budget and program and policy analysis is preferred.

BACKGROUND CHECK:
A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits 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 covered veteran status.

ADDITIONAL INFORMATION:
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: http://dsa.cpp.edu/police/securityreport.asp

CONDITION OF EMPLOYMENT:
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. http://www.calstate.edu/eo/EO-1083.html