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Director, Academic Affairs Business Operations, College of Science & College of Engineering

Apply now Job no: 538617
Work type: Management (MPP)
Location: Pomona
Categories: MPP, At-Will, Full Time, Human Resources

Type of Appointment: Full-time, Management Personnel Plan (MPP II)

Anticipated Salary Range: Up to $113,784 annually (Commensurate with qualifications and experience)

Recruitment Closing Date: Open Until Filled

First Application Review Date: May 9, 2024

Other: Priority consideration will be given to internal candidates




The College of Science Dean's Office provides administrative and technical support to seven academic departments and several programs that educate students at both the undergraduate and graduate levels, and support students in other colleges who need fundamentals and foundations in science.

The College of Engineering dean's office is responsible for the administration of academic and ancillary programs supporting the Departments of Aerospace Engineering, Chemical & Materials Engineering, Civil Engineering, Electrical & Computer Engineering, Electromechanical Engineering Technology, Industrial & Manufacturing Engineering, and Mechanical Engineering; MEP; and the Engineering Advising Center. At present, the College of Engineering has approximately 6,000 undergraduate and graduate students, approximately 100 tenure-line faculty, over 170 temporary faculty, and 37 staff members.




HEERA manager for staff, College of Engineering and Cal-Bridge, College of Science

  • As a HEERA manager, develop and maintain staff position descriptions; hire staff; conduct annual evaluations; manage staff development; allocate work and supervise staff on a day-to-day basis; and serve as the liaison with HR on staff issues.
  • Establish and implement a process to ensure that periodic feedback and annual evaluations are provided to all staff according to university policy and timelines.
  • Manage onboarding of new employees in the college
  • Provide and ensure professional development opportunities for all staff.
  • Oversee absence management reporting


Business operations related to staff

  • Collaborate with the dean and associate deans to make decisions for staff operational activities and set strategic goals.
  • Update position descriptions for staff in the Colleges of Science and Engineering using standardized language.
  • Manage and develop documentation of staff duties, work volume, and salary across departments for a benchmarking pilot.
  • Assist the dean and associate deans with staff actions (IRP, reclass, stipend, hire) and ensure consistent review across departments and colleges.
  • Collaborate in the development of shared service models to enhance productivity and provide cross-training for staff.
  • Prepare and analyze reports with recommendations for possible change, e.g., position descriptions, staff equity, shared services model.
  • Proactively seek out training opportunities for staff through collaboration with EODA.
  • Manage problems of a highly confidential and sensitive nature
  • Create and implement a benchmark strategy for staff in the college departments per number of graduates.


General business operations

  • Manage coordination and integration of efforts among operations to produce smoother workflow and more cost-effective business processes.
  • Develop more effective and efficient processes for college operations, e.g., issuance of permission numbers, absence management, student payroll reporting.
  • Analyze, plan, and recommend improvements for student services and satisfaction through policy and procedural changes.
  • Create policy and procedures for working standards (SOP's) for each department in collaboration with staff and department chairs.
  • Engage, communicate, and explain new directives, policies, or procedures to managers and staff; meet with staff to answer questions and maintain morale.
  • Advise the Dean/Interim Dean on the need for and priority of information system enhancements and develops proposals and plans for meeting those needs.


Active member

  • College of Engineering Safety Committee
  • Dean's leadership meetings/committees 




  • Bachelor's Degree or equivalent training or work experience. 
  • 5+ years of experience managing complex human resources, operations, and/or strategies.
  • Previous work in a higher education setting in an academic unit. 
  • Competent and able to plan many kinds of operational activities.
  • Excellent leader who can discover the most efficient way to organize the staff.
  • Excellent organizational abilities.
  • Outstanding communication and people skills.
  • Excellent analytical, decision-making, and problem-solving skills.
  • Knowledge of Employee/Labor Relations activities including CSU/CPP policy, CBA provisions, human resource best practices, and the applicable employer requirements for responding to employee notice and disclosure. 
  • Knowledge of the recruitment and hiring process for all staff and management positions. 




  • Master's Degree in business or public administration preferred.
  • Certification in HR or management.
  • Experience with PeopleSoft, Bronco Direct, Tableau and/or other University level databases 




Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.  

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website


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


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


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


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   


Outside Employment Disclosure 

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.  For more information, go to   


Child Abuse/Neglect Reporting Act (CANRA) 

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. See policy at


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: and


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 For more information, go to Employment Notices.


Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit 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 veteran or military status.  We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.


Other Notices

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

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