Cal Poly Pomona Job Opportunities

Type of Appointment: Full-Time, At Will 

Job Classification: Administrator II 

Anticipated Hiring Range: $114,000 - $130,008 annually (Commensurate with qualifications and experience) 

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

Recruitment Closing Date: March 31, 2026

THE DEPARTMENT:

The President is the Chief Executive Officer of the University and is responsible for all operational and strategic aspects of the University, including student recruitment, retention, and graduation, academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fund raising, etc. The Director of Budget and Administrative Operations supports the Deputy Chief of Staff, Vice President/Chief of Staff for People, Culture, and Institutional Affairs (PCIA), and the University President.

DUTIES AND RESPONSIBILITIES:

Executive Support

• In partnership with the Deputy Chief of Staff, provides high-level support to the President and Vice President/Chief of Staff, exercising sound judgment, discretion, and initiative.
• Drafts, reviews, and finalizes confidential correspondence, reports, agreements, and briefing materials for executive review and signature; prepares materials for meetings and engagements.
• Serves as liaison for Chancellor’s Office correspondence, ensuring timely coordination and submission of required reports and institutional responses.
• Researches and resolves sensitive issues directed to the President, determining appropriate action in collaboration with Vice President/Chief of Staff and Deputy Chief of Staff.
• Facilitates communication between the President’s Office and campus leadership, maintaining professionalism, credibility, and strong stakeholder relationships. Maintain exceptional professionalism and discretion when engaging with both internal and external stakeholders.
• In coordination with the Deputy Chief of Staff, oversee operations of the President’s residence (Manor House), including event logistics, scheduling, vendor coordination, and tracking of maintenance and related activities.

Operational and Human Resource Management

• Directs and provides leadership to administrative/confidential staff, and student assistants; assigns work, sets priorities, and ensures high-quality service delivery.
• Manages core administrative operations, including budget tracking, correspondence, event logistics, mail, office coverage, travel, and monitoring of Chancellor’s Office and internal deadlines.
• Oversee confidential HR actions for units reporting to the President’s Office and PCIA, including recruitments, reassignments, reclassifications, performance evaluations, and compliance with policies and timelines.
• Partner with EODA/HR Operations to coordinate recruitments, confirm position authorization, and approve resource allocations for positions reporting directly to the President's Office and PCIA.
• Interprets and applies of university policies, procedures, Presidential and Chancellor’s Office directives, CSU regulations, and relevant laws; supports delegations of authority and ensures compliance.

Fiscal/Position Management, Budget Oversight, and Reporting

• In partnership with the Deputy Chief of Staff, advises the President and Vice President/Chief of Staff on divisional budget strategy, long-range financial planning, staffing models, and resource allocation to align with institutional priorities and fiscal sustainability.
• Supports the development and management of annual operating, capital, and one-time budgets for the President’s Office and PCIA; monitors expenditures and provides strategic financial analysis and recommendations.
• Oversees position control, salary and benefits forecasting, and workforce planning to ensure alignment with available resources.
• Reviews and processes personnel and position budget actions, providing strategic analysis on new positions, reclassifications, compensation adjustments, and stipends.
• Administers multiple funding sources (state, enterprise, philanthropic) ensuring compliance, appropriate stewardship, and accurate fiscal processing, including budget transfers, position funding changes, procurement and payment processing, and maintenance of official financial records.
• Identifies and resolves budget discrepancies; communicates fiscal risks and mitigation strategies to executive leadership.
• Prepares quarterly and annual financial reports, dashboards, and executive summaries, translating complex data into actionable insights. 
• Utilizes enterprise financial systems (e.g., PeopleSoft Finance, Tableau, Questica) to conduct analysis, ensure accurate reporting and optimize processes. Provide training and guidance to the President’s Office and PCIA budget staff.
• Exercises delegated signature authority for state, enterprise, and philanthropic accounts.
• Oversee the development, implementation, and updating of the President’s Office/PCIA business continuity plan.

QUALIFICATIONS:

• Bachelor's Degree - from an accredited institution in accounting, finance, economics, business administration, or related field.
• Driver's License, Valid and in State
• Five (5) years of progressively responsible analytical and fiscal management experience in higher education or a similarly complex organization. Higher education experience is strongly preferred.
• Demonstrates comprehensive knowledge acquired through education, training, and progressive work experience, evidencing competence in independently exercising judgment, resolving a broad spectrum of challenges, devising practical and well-considered solutions, and utilizing effective communication and active listening skills. Thorough understanding of budgeting and accounting principles and practices; adept at data analysis and projection-making through business mathematics and foundational statistical methodologies. Exhibits strong analytical skills for researching, synthesizing, and summarizing complex and technical information. Displays exceptional organizational and time management abilities, allowing for independent prioritization of workload, adherence to deadlines, management of multiple tasks, and delivery of assignments with a high degree of accuracy and attention to detail. Demonstrates excellent interpersonal skills in interacting with individuals from diverse backgrounds and building relationships with stakeholders across various organizational levels. Excellent written communication and proofreading skills, employing a variety of strategies. Strong problem-solving capabilities, using insight, discretion, and diplomacy to achieve positive results. Possesses political acumen and highly developed communication skills for effective performance in an executive-level office environment. Capable of making independent decisions and exercising sound judgment. A proactive, forward-thinking professional who seeks opportunities and proposes solutions, with extensive knowledge of university policies and procedures.

PREFERRED QUALIFICATIONS:

• Experience directly supporting executive-level leaders, preferably in a higher education environment.
• Experience with HR functions, fiscal oversight and management.
• Experience with foundation and donor relations, or other philanthropic activities.
• Experience with events management and coordination.

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 Management Personnel Plan (MPP) bargaining unit M80. 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 $5,053 and maximum $16,221 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. 

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 the Outside Employment Disclosure 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. See policy at the Child Abuse/Neglect Reporting 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. 

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.