Type of Appointment: Full Time, Long-Term Temporary
Job Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $4,047- $5,896 per month
Work Schedule: Monday - Friday 8:00am - 5:00 pm
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 the Vice President of University Advancement oversees the offices of development, alumni and external relations, advancement services, annual giving and government and external affairs. The division manages and operates the Cal Poly Pomona Philanthropic Foundations 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:
Scholarship Records and Fund Documentation Coordination
- Coordinate training logistics, materials, schedules, and attendance records for scholarship reviewers and committees.
- Serve as administrative and coordination support for the campus-wide Scholarship Coordinator Workgroup.
- Support the annual President's Scholars selection process in partnership with the Director of Scholarships & Fund Management.
- Administrative support such as tracking applications, preparing materials, scheduling meetings, and recording outcomes.
- Coordinate communications with President's Scholars candidates to ensure a positive and professional candidate experience.
Scholarship Operations and Selection Process Support
- Support the training of scholarship reviewers and scholarship committees across University Advancement and the colleges.
- Serve as administrative and coordination support for the campus-wide Scholarship Coordinator Workgroup.
- Support the annual President's Scholars selection process in partnership with the Director of Scholarships & Fund Management.
- Support the President’s Scholars selection process by coordinating application materials, tracking reviewer input, scheduling meetings, recording outcomes, and routing questions or exceptions to the appropriate decision-maker.
- Coordinate communications with President's Scholars candidates to ensure a positive and professional candidate experience.
Gift Agreement Administrative Coordination
- Coordinate administrative processing of scholarship gift agreements, including tracking status, routing documents, maintaining records, and responding to routine status inquiries.
- Provides routine information regarding scholarship processes and directs donor inquiries concerning the establishment of new scholarship funds to appropriate University Advancement or management staff.
- Support University Advancement's gift agreement process through administrative coordination as needed.
Financial Records and Routine Reporting Support
- Maintain databases and systematically track philanthropic fund expenditures.
- Assist in preparing annual endowment financial statements.
- Gather records and provide administrative support for audit requests under direction of appropriate staff.
- Maintain records and track activity to support compliance review; identify and escalate questions or discrepancies.
- Other duties as assigned
QUALIFICATIONS:
- High School Diploma/GED - or its equivalent
- Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects. Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. Ability to draft and compose correspondence and standard reports; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.
PREFERRED QUALIFICATIONS:
- Two or more years of experience providing administrative or operational support in scholarship administration, financial aid, donor relations, advancement services, fund management, higher education administration, or a related field.
- Experience supporting donor-funded scholarship processes, including maintaining records, tracking deadlines, routing documentation, and coordinating follow-up with campus partners.
- Working knowledge of scholarship administration processes and scholarship management systems, preferably the Bronco Scholarship Portal, Blackbaud Award Management, or a similar platform.
- Experience maintaining databases, tracking information, and generating routine reports using Microsoft Excel or other data management tools. Ability to compile information, track data, identify discrepancies, and prepare routine summaries.
- Experience coordinating processes involving multiple stakeholders while managing competing priorities and meeting deadlines.
- Experience planning and coordinating meetings, committees, training sessions, reviewer materials, or program operations.
- Ability to communicate professionally with donors, students, faculty, staff, administrators, and campus partners.
- Familiarity with fundraising, donor stewardship, University Advancement operations, foundation procedures, or nonprofit fund administration is preferred.
- Experience supporting audit, compliance, financial reporting, or documentation review processes is preferred.
- Strong organizational skills, attention to detail, and accuracy.
- Demonstrated ability to exercise sound judgment, maintain confidentiality, and work both independently and collaboratively.
- Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint; experience with enterprise systems such as PeopleSoft, Oracle, Blackbaud, or similar higher education and advancement technologies is preferred.
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 7. 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 $4,047 and maximum $5,896 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.