Type of Appointment: Full Time, Probationary
Job Classification: Administrative Analyst/Specialist – Exempt II
Anticipated Hiring Range: $6,274 -$6,658
Work Schedule: Monday - Friday 8:00am - 5:00 pm (weekends and evenings as needed)
THE DEPARTMENT:
Outreach, Recruitment & Educational Partnerships (OREP) is responsible for outreach and recruitment of prospective domestic undergraduate students and plays a key role in enrollment planning and reporting. OREP is charged with promoting the image of the University, its programs and uniqueness; attracting and recruiting a diverse and high achieving pool of applicants; developing relationships and collaborations with campus external and internal constituents; and, providing timely, accurate and comprehensive services to students and campus through point of inquiry and enrollment. OREP provides dedicated quality outreach and recruitment programs and strategic communication to prospective students, schools and community organizations and the delivery of student services that support recruitment, college readiness, and persistence. Programs include domestic undergraduate outreach, out-of-state recruitment, and campus tour programs. OREP reports to the Presidential Associate for Community Partnerships, Engagement and Outreach under the Division of Academic Affairs.
DUTIES AND RESPONSIBILITIES:
Strategic Project Management & Planning:
- Develops and maintains annual and cyclical project plans for Outreach, Recruitment, and Engagement initiatives.
- Tracks timelines, deliverables, and follow-up actions across directors’ portfolios to ensure coordinated execution.
- Monitors progress on enrollment cycle milestones (e.g., recruitment travel, communications, yield events).
- Provides templates, checklists, and planning tools that standardize departmental workflow.
- Anticipates operational bottlenecks and proposes solutions before deadlines are missed.
- Prepares briefing materials and project dashboards for the Presidential Associate to facilitate decision-making.
- Serves as a central point of contact for project documentation, ensuring consistency across initiatives.
- Coordinates cross-departmental communication to ensure alignment with admissions, marketing, and other university partners
Data, Reporting & Systems:
- Creates and distributes recurring reports on application, admission, and enrollment outcomes segmented by population (transfer, first-time freshmen, and special programs).
- Develops KPI dashboards to measure effectiveness of outreach activities and to inform adjustments in real time.
- Serves as functional lead for Slate CRM within the outreach unit—training staff, troubleshooting, and optimizing workflows.
- Designs and tests communication flows, event registrations, and data capture tools within Slate.
- Conducts post-event and post-cycle analyses to assess ROI of outreach initiatives.
- Partners with Institutional Research, Admissions, and IT to ensure data integrity and alignment across systems.
- Researches and implements best practices in data-driven recruitment strategies.
- Prepares executive-level summaries and presentations for leadership, highlighting trends, successes, and gaps.
Recruitment & Counselor Support:
- Assists with the planning and execution of transfer recruitment to relieve workload from the Transfer Counselor.
- Builds and maintains relationships with community colleges, counselors, and pipeline programs.
- Coordinates workshops, presentations, and yield events specific to transfer populations.
- Provides advising support as needed to prospective transfer students and partners.
- Monitors transfer pipeline trends and develops strategies to increase application and enrollment yield.
- Primary focus is on transfer recruitment, with knowledge of first-time freshman recruitment to provide support as needed.
- Strategic Partnerships & Initiatives:
- Coordinates implementation of Presidential Associate initiatives that expand CPP’s reach and partnerships.
- Supports the design and execution of multi-tiered partnership strategies with community colleges, K–12 districts, industry, government, and nonprofit organizations.
- Serves as project lead for assigned special initiatives, ensuring timelines and deliverables are met.
- Prepares reports, proposals, and outcome analyses related to partnerships and new initiatives.
- Tracks external engagement activities to measure impact on access, visibility, and enrollment pipelines.
- Works with directors to embed new initiatives into the annual outreach cycle.
- Represents CPP at partnership meetings, summits, and community events as assigned.
- Researches grant opportunities or partnership models that align with enrollment goals and presents those opportunities to the Presidential Associate.
OREP:
- Participates in all OREP and divisional staff development, staff meetings, and major staff events to promote the University.
- Conducts testing of systems utlized by OREP (e.g., Cal State Apply application, Slate information/communication system, etc.)
- Adheres to laws and policies established regarding computer data, records, accounting, and personnel by the California State
- University, Cal Poly Pomona, and OREP to demonstrate sensitivity and appropriate conduct as a University employee.
- Adheres to and advises prospective students properly regarding CSU admission policies and processes.
- Prepares and utilizes outreach reports detailing application, admit, and enrollment trends, and analyzes prospective student inquiries to determine yield strategies.
- Performs administrative and programmatic duties as assigned, including providing generalist support at the department service desk and telephones.
- Works extended hours, weekends, and evenings to support OREP programs and services as needed.
- Rotates on a needed basis to perform customer service duties and support the front- facing counter of OREP, as determined by OREP leadership and/or operational need.
- Ensures compliance and maintains the integrity of prospective student, 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
- Four (4) years of related experience
- 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; ability to train others on new skills and procedures and provide lead work direction.
PREFERRED QUALIFICATIONS:
- Experience with CRM systems such as Slate, including report creation, communication flows, and event management
- Demonstrated success in project management or process improvement in higher education or enrollment services
- Proven ability to develop and analyze key performance indicators (KPIs) to assess program effectiveness
- Familiarity with enrollment technologies to support outreach and recruitment
- Experience coordinating partnership initiatives with K–12 schools, community colleges, industry, or nonprofit organizations
- Strong ability to prepare executive-level reports and presentations that translate data into actionable insights
- Prior experience supporting transfer student recruitment or pathway programs while balancing multiple high-impact projects under tight deadlines.
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.
CSU Classification Salary Range
This position is part of the (UNION) bargaining unit (UNIT). 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 $X,XXX and maximum $X,XXX 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.
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 Conflict of Interest policy.
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. Read more at the California Child Abuse and Neglect Reporting Act 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.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.