Type of Appointment: Full-time, Probationary
Job Classification: Confidential Administrative Support II
Anticipated Hiring Range: $4,687 - $8,333 per month
Work Schedule: Monday-Friday 8:00 am-5:00 pm
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 fundraising. The Executive Assistant will provide executive-level support to the Vice President and Chief of Staff (VP/COS) within the Office of the President, to include promoting institutional objectives, facilitating the achievement of goals established by the President and Cabinet in alignment with the University's strategic plan.
DUTIES AND RESPONSIBILITIES:
Executive Support
- Independently manage and strategically prioritize the VP/COS’ complex executive calendar; evaluate competing requests, anticipate scheduling conflicts and preparation needs, and recommend adjustments aligned with institutional priorities.
- Plan and coordinate high-level meetings and engagements with Cabinet members, university leaders, public officials, external partners, and community organizations; manage sensitive protocols, logistics, agendas, and timely follow-up.
- Proactively prepare the VP/COS for executive engagements by developing comprehensive briefing packets, agendas, background analysis, participant profiles, talking points, and relevant correspondence; identify issues requiring advance attention.
- Monitor, organize, and prioritize time-sensitive requests, directives, and communications from the Chancellor’s Office and other stakeholders; maintain actionable records of deadlines, responsible parties, and required responses, escalating risks or delays appropriately.
- Draft, edit, and coordinate confidential executive correspondence, memoranda, presentations, and follow-up communications; ensure accuracy, appropriate tone, consistency, and timely clearance and distribution.
- Research and synthesize university and CSU policies, background documents, and institutional information to prepare concise executive briefings, reports, presentations, and decision-support materials under the direction of the VP/COS.
- Provide substantive administrative and coordination support to committees, task forces, and working groups convened by the VP/COS; organize materials, facilitate communication, document decisions, and track commitments through completion.
- Coordinate implementation activities for cross-divisional projects and strategic initiatives on behalf of the VP/COS; establish and maintain work plans, milestones, deliverables, and status updates, and proactively identify matters requiring executive intervention.
- Provide substantive administrative and coordination support to the NAGPRA Campus Committee, which the VP/COS leads as the President’s designee.
- Coordinate planning and logistics for Office of the President’s events, including receptions, ceremonies, campus visits, and stakeholder engagements.
- Attend sensitive or high-level meetings as requested; prepare accurate records of key discussions, decisions, assignments, and deadlines, and discreetly coordinate follow-up with responsible offices.
- Design and maintain confidential executive tracking systems, briefing schedules, and reporting tools that improve visibility into commitments, strengthen accountability, and support timely resolution of outstanding matters.
- Oversee executive travel arrangements, itineraries, approvals, and expense reconciliation using Concur and other university systems; ensure compliance with applicable procedures and anticipate logistical needs.
- Perform other related executive support and coordination responsibilities as assigned in support of the Office of the President.
Executive-Level Search Coordination:
- Coordinate confidential administrative and logistical aspects of executive management searches for positions reporting to the VP/COS or President; develop search schedules, maintain process documentation, monitor timelines, and support search committees and retained search firms.
- Organize complex candidate campus visits, including confidential itineraries, travel arrangements, stakeholder meetings, interview materials, and timely communication among participating offices.
- Serve as a central administrative liaison among search chairs, search firms, and People and Culture/Human Resources; coordinate required approvals and documentation, safeguard candidate information, and support adherence to established recruitment procedures.
- Apply working knowledge of campus and CSU recruitment policies to identify procedural requirements, explain established processes to committee participants in coordination with Human Resources, and flag compliance questions for authoritative resolution.
MPP Review Process
- Under the direction of the VP/COS, coordinate confidential administrative support for periodic MPP reviews of the President’s direct reports, including vice presidents and senior associate vice presidents, consistent with applicable university policies.
- Develop and maintain review calendars, procedural checklists, document-control practices, and committee meeting schedules; coordinate interviews, materials distribution, and deadlines while protecting sensitive personnel information.
- Support review committee chairs by organizing policy-based process guidance, tracking required steps, and referring interpretive or compliance questions to the VP/COS and appropriate policy authorities.
- Coordinate the secure compilation, routing, and timely submission of final review materials to the President and People and Culture/Human Resources in accordance with applicable procedures.
QUALIFICATIONS:
- Bachelor's Degree - or equivalent relevant experience that demonstrates the ability to perform the essential functions of the position.
- Driver's license, Valid and in-state
- Five years of progressively responsible administrative support experience, including experience interpreting and applying administrative or human resources policies and procedures.
- Exceptional organizational and time-management skills, with the ability to anticipate needs, establish priorities, manage interruptions, and meet competing deadlines.
- Excellent written, verbal, interpersonal, and customer-service skills; ability to communicate effectively and diplomatically with diverse internal and external constituencies.
- Demonstrated ability to exercise independent judgment, initiative, political acumen, discretion, and problem-solving in sensitive and ambiguous situations.
- Ability to synthesize complex information and prepare concise, accurate, executive-ready materials.
- Ability to coordinate multiple projects, maintain detailed follow-up systems, and ensure accountability across organizational lines without direct authority.
- Strong attention to detail and commitment to accuracy, responsiveness, professionalism, and follow-through.
- Ability to remain composed, resourceful, flexible, and solution-oriented in a fast-paced environment with changing priorities.
- Ability to work effectively with people from varied backgrounds and to support an inclusive, respectful, and welcoming environment.
PREFERRED QUALIFICATIONS:
- Experience supporting a cabinet-level executive, president, vice president, chief of staff, or comparable senior leader.
- Experience in higher education, the California State University system, government, public service, or another large and complex organization.
- Experience coordinating external relations, government or community engagement, strategic partnerships, or public-facing executive activities.
- Experience supporting cross-functional initiatives involving multiple internal units and external stakeholders.
- Experience with travel and expense reporting, including Concur or comparable systems.
- Knowledge of executive office protocols, higher education governance, and the standards of professionalism required in a highly visible office.
BENEFITS
At California State University (CSU), we prioritize the health, growth, and success of our employees. Our benefits program reflects our commitment to your overall well-being.
To be eligible for full benefits, employees must be appointed at least half-time (.50 FTE) with an appointment lasting more than six months and one day. Benefits eligibility and offerings may vary based on appointment type, classification, and applicable collective bargaining agreement. Eligible employees may have access to a comprehensive benefits package that can include:
- Paid Time Off: Up to 24 vacation days per year, based on employee group and/or length of service; 14 paid holidays; and 12 sick days annually with unlimited accrual.
- Health Coverage: A variety of medical, dental, and vision plans.
- Retirement Plans: Participation in the CalPERS defined benefit plan, along with voluntary savings options such as 403(b), 401(k), and 457 plans.
- Educational Benefits: Tuition fee waiver programs for eligible employees; dependent eligibility varies by employee group and bargaining unit.
- Employee Assistance Program (EAP): Confidential counseling and support services for employees and their families.
- Additional Benefits: Wellness programs, professional development opportunities, and insurance options including life, disability, and pet insurance.
Candidates are encouraged to review the appropriate CSU Employee Benefits Summary for details specific to their position.
Additionally, the CSU Total Compensation Calculator is available to help prospective employees understand the full value of the CSU benefits package and how it complements base salary.
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
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 $4,687 and maximum $11,223 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.
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.