Type of Appointment: Full-Time, Probationary 

Job Classification: Confidential Administrative Support II

Anticipated Hiring Range: $56,244 - $103,680 annually

Work Schedule: Monday - Friday, 8am-5pm, unless otherwise notified 

Recruitment Closing Date: November 13, 2025

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 of University Advancement oversees the offices of, development, alumni affairs, advancement services, strategic communications, government and community relations and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundation which serves as the official entity to receive and manage all contributions to the University. Under the telework policy it is understood that your physical presence may be required on individual scheduled remote days based on the needs of the campus, division, department, or request of your HEERA Manager.

DUTIES AND RESPONSIBILITIES:

Assistant to the Vice President:

• Provides high-level administrative support by conducting research, handling information requests and preparing financial and statistical reports.
• Serves as primary coordinator of the Vice President’s calendar, schedule and coordinate meetings with various division and campus staff, arrange conference calls, and schedule alumni and donor/prospect constituent meetings.
• Facilitates scheduling and logistical support for the Vice President’s external engagements, including coordination with staff from organizations where he/she holds membership or leadership roles.
• Performs clerical functions such as composing correspondence, screening calls with professionalism and diplomacy, coordinate travel arrangements, as well as assist with changes during travel.
• Coordinates stewardship activities on behalf of the Vice President’s Office, including donor engagement and recognition efforts.
• Communicates with all levels of internal management and staff regarding strategic plans for advancement, fundraising initiatives, gift reporting procedures and IRS regulations.
• Maintains extensive interaction with external constituents (alumni, high-level donors, Foundation board of directors, community volunteers, corporate executives), which requires extensive knowledge of protocol issues as they relate to internal and external stakeholders.
• Handles highly confidential information and documents of a sensitive nature; exercise good judgment and take initiative as needed.
• Assists the Vice President by preparing for internal/external meetings, donor visits and travel, which requires the ability to anticipate and foresee essential requisite materials and research necessary for donor visits, strategy meetings, and travel arrangements.
• Edits and proofreads advancement plans, board meeting materials, donor correspondence, gift agreements, executive summaries, and strategic plans. Plan, develop and coordinate multiple projects simultaneously.
• Provides process improvement and suggestions as they relate to gift reporting standards, division policies/procedures, and the overall administrative function.

Office Operations and Fiscal/Budget Responsibilities:

• Coordinates workflow and daily operations of the Vice President for University Advancement’s office.
• Tracks and reviews documents requiring the Vice President for University Advancement’s approval/signature.
• Organizes and maintains the complex filing system and confidential files. Provides all information and material needed form the files and ensure protection of information contained in the files.
• Provides administrative support as needed for special projects and committees, such as the CPP Philanthropic Foundation, President’s Scholars, and others as needed.
• Processes all travel requests, travel expense claims and reimbursements for the Vice President for University Advancement and Director for Strategic Initiatives & Special Projects and other departments as needed.
• Reconciles procurement purchases made by the Vice President for University Advancement and Director for Strategic Initiatives and Special Projects.
• Tracks and reconciles project-based budget expenditures and revenue against source document statements.
• Initiates all related purchase orders, payment requests, disbursement vouchers, and requisitions for payment through foundation funding sources to ensure accuracy in ordering, reimbursing, and invoicing of all funds.
• Works with the Operations/Advancement Services team to help prepare, initiate, and track related documents such as Gift Agreements, Project/Fund Forms, etc.
• Monitors updates to CSU policies, procedures and regulations. Analyzes existing procedures and develop, recommend and initiate responses and actions to requests for information, procedures, policy, etc.

Leadership Onboarding and Divisional Training:

• Leads onboarding activities for senior leadership, developing structured processes and materials that create efficiencies and ensure alignment with divisional goals.
• Facilitates divisional trainings for signature and approval procedures, identifying procedural gaps and implementing solutions to streamline workflows.
• Collaborates with stakeholders to evaluate onboarding and training effectiveness, recommending improvements based on feedback and performance metrics.
• Serves as a liaison to ensure consistent communication and procedural understanding across departments, promoting operational excellence and continuous improvement.

Philanthropic Foundation (CPP-PF or Foundation) Planning and Coordination:

• Under the general direction of the Chief Executive Officer (CEO), Chief Operating Officer (COO), and Board Secretary of the Philanthropic Foundation, performs administrative and program support in the planning, implementing, and evaluating of all related activities of the Cal Poly Pomona Philanthropic Foundation including the annual calendar and activities of board and committee meetings, and events for the organization.
• Supports logistical coordination of CPP Philanthropic Foundation Board of Directors meetings (e.g., preparing and posting public agendas, scheduling meetings and the board engagement calendar, preparing board binders/printing board materials, tracking on-going audit items)
• Works with the President’s Office, Academic Deans Offices to maintain excellent relationships with high-level donors, including members of the CPP-PF Board of Directors and donor community.
• Responsible for tracking related email inboxes and timely responses (e.g., advancement@cpp.edu and philanthropy@cpp.edu).
• Other duties as assigned to support operational needs\

QUALIFICATIONS:

• Bachelor's Degree - or professional training program specific to the position (e.g. Certified Public Accountant) and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
• Driver License, Valid and in State 
• 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.
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions. Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups. Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.

PREFERRED QUALIFICATIONS:

• Experience working with administrators at the vice president level and above.
• Knowledge of higher education arena and previous experience in higher education environment.
• Knowledge of investment practices, including asset classes such as domestic and international equities.

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 CSU 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 CSU Background Check Policy.

CSU Classification Salary Range

This position is part of the Confidentials bargaining unit C99 (Non Represented). 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 $4,687 and maximum $11,223 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 to the Acceptable I-9 website. 

University Driving Requirements

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.

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 the CSU's Conflict of Interest Policy. 

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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

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. 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.