Type of Appointment: Full Time, Probationary

Job Classification: Administrative Analyst/Specialist Exempt I

Anticipated Hiring Range: $5,274 - $5,380 per month

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


THE DEPARTMENT:

The Academic Senate is the elected body that represents Unit 3 employees within the University as outlined in the Higher Education Employer-Employee Relations Act (HEERA) and the Bluebook (Principles and Policies: Papers of the Academic Senate the California State University, Volume 1, 1988.) HEERA provides for joint decision-making and embraces the concept of shared academic governance and academic senates as mechanisms for that shared governance. Since 1963, each California State University campus (including Cal Poly Pomona) has had an Academic Senate. The Academic Senate has primary responsibility for determining the educational policies of the University. The Academic Senate recommends adoption of new policies and procedures and reviews existing policies and procedures for possible change. The work of the Senate is accomplished through its elected representatives, appointed committee members, and the support staff. The Academic Senate Constitution (Policy 121 (previously Appendix 17) of the University Manual) establishes the scope of duties and responsibilities, and the Bylaws detail the operating procedures followed to conduct the business of the Academic Senate. To meet its obligations to serve as the voice of the faculty, the Academic Senate elected membership is composed of a total of 39 senators. 35 senators proportionally represent faculty constituencies from academic colleges, library, and related areas. There are also 2 CSU academic senators, 1 staff representative, and 1 student representative. The Senate elects a chair and a vice chair, each for a 1-year term, from among its senators. All senators are elected for a 3-year term, and the Constitution does not specify any term limits. The exception is the student senator, who is appointed by Associated Students, Inc. (usually the ASI President). There are seven standing committees: Executive Committee, Academic Affairs, Academic Programs, Budget, Elections and Procedures, Faculty Affairs, and General Education. The standing committees research and review policies in a consultative manner and submit their findings (reports) to the Executive Committee. The Executive Committee establishes the agenda for full Senate meetings, during which reports are discussed and voted on for adoption and recommendation to the University President.

DUTIES AND RESPONSIBILITIES:

Senate Program Administration and Policy Analysis

• Independently research, analyze, interpret, and apply university, CSU, and external policies, Executive Orders, collective bargaining provisions, and governance documents to determine procedural requirements, identify operational impacts, and develop recommendations that guide Academic Senate governance processes. 
• Serve as a subject matter resource to faculty, administrators, staff, students, and CSU Senate representatives regarding Academic Senate policies, procedures, governance practices, and related regulations.
• Analyze referrals, resolutions, and governance issues; evaluate alternatives; identify procedural implications; and formulate recommendations for Senate leadership regarding appropriate governance actions, policy implementation, and procedural compliance.
• Design, implement, evaluate, and continuously improve governance tracking systems that support Senate operations, accountability, reporting, and institutional decision-making.
• Evaluate committee workflow, identify operational barriers, establish priorities, and implement procedural solutions that ensure governance objectives and statutory deadlines are achieved.
• Compile, analyze, and prepare monthly, annual, and ad hoc reports regarding Academic Senate activities and outcomes.
• Analyze approved policy changes and update governance documents, including the Academic Manual and related Senate records, to ensure compliance with Academic Senate actions, CSU Executive Orders, and university directives.
• Develop, implement, evaluate, and revise administrative procedures governing Academic Senate operations to improve effectiveness, operational consistency, regulatory compliance, and continuity of governance functions.

Governance Operations and Committee Administration

• Independently coordinate and administer operational activities for the Academic Senate, Executive Committee, and seven standing committees (scheduling meetings and reserving rooms).
• Develop, monitor, and communicate annual and recurring governance timelines to support committee work, Senate actions, elections, and university deadlines.
• Direct and administer the preparation, review, quality control, and publication of Academic Senate agendas, reports, resolutions, official communications, and governance records to ensure procedural compliance and effective Senate operations.
• Serve as Recording Secretary for the Academic Senate and Executive Committee, independently preparing, editing, maintaining, and publishing official meeting minutes and records.
• Coordinate committee workflow and monitor progress toward governance objectives, ensuring timely completion of referrals, reports, and assigned actions.
• Independently identify governance and operational issues, assess risks and impacts, develop administrative solutions, and implement process improvements supporting effective Senate operations.
• Coordinate participation of guests, presenters, and stakeholders in Academic Senate and Executive Committee meetings.
• Maintain official governance records and ensure compliance with applicable Senate procedures and documentation requirements.

Elections, Appointments, and Special Program Administration

• Independently administer and oversee the Academic Senate election, apportionment, and referendum program by interpreting governing documents, determining procedural requirements, resolving eligibility questions, and ensuring compliance with Senate policy and established governance practices.
• Maintain enfranchisement records and verify eligibility requirements for voting, candidacy, and committee participation. 
• Coordinate university-wide committee recruitment and appointment processes and provide administrative support to the Executive Committee regarding committee appointments.
• Evaluate eligibility requirements, interpret governing documents, resolve procedural questions, and recommend appropriate actions when governance issues arise.
• Communicate election information, committee vacancies, service opportunities, deadlines, and results to campus constituents. 
• Coordinate and administer the Priority Registration process, including monitoring deadlines, troubleshooting issues, and maintaining required records.
• Administer the Exceptional Levels of Service Assigned Time application process by reviewing submissions for completeness and compliance with established requirements.
• Coordinate the faculty emeritus review process, ensuring adherence to timelines, policy requirements, and communication protocols.

Information Systems, Records Management, and Communications

• Administer Academic Senate information systems, databases, electronic records, websites, and governance tracking tools. 
• Maintain and update the Academic Senate website to ensure the accuracy, accessibility, and timeliness of governance information, reports, committee memberships, elections, and official records. 
• Serve as the Academic Senate liaison for Curriculog and related governance systems by maintaining referral records, tracking actions, and recording final Senate decisions.
• Develop and maintain electronic and archival records systems that support institutional knowledge, transparency, and continuity of operations.
• Monitor Academic Senate communications and evaluate information requiring action, referral, response, or distribution.
• Partner with Information Technology and campus stakeholders to identify business requirements, recommend system enhancements, and implement technology solutions supporting governance operations.

Operational Support and Budget Coordination

• Coordinate logistical and operational activities supporting Academic Senate programs and services.
• Analyze Academic Senate budget activity, identify expenditure trends, reconcile financial information, and prepare reports that support operational planning and fiscal accountability.
• Extract and compile budget information, reconcile expenditures, and assist with annual reporting requirements.
• Coordinate travel arrangements and reimbursement processes for Academic Senate leadership and CSU Academic Senate representatives in accordance with university and CSU policies.
• Maintain calendars, schedules, distribution lists, and operational records necessary to support Academic Senate functions.
• Coordinate procurement of office supplies and materials required for Academic Senate operations.
• Coordinate the Emeritus process and reception

QUALIFICATIONS:

• Bachelor's Degree - 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.
• Two (2) years of related experience
• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty
• Working knowledge of operational and fiscal analysis and techniques
• Ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations; expertise in investigating and analyzing problems with a broad administrative impact and implications; ability to anticipate problems and address them proactively
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form; ability to train others on new skills and procedures and provide lead work direction.

PREFERRED QUALIFICATIONS:

• Thorough knowledge of the university and the CSU system.
• Knowledge of how an Academic Senate operates and its role in shared governance.
• Extensive knowledge of and experience with databases and database management.
• Extensive knowledge of and experience with web technologies.
  
  

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 $5,274 and maximum $7,684 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.