Admissions Coordinator (Administrative Analyst/Specialist EII) (62985)

  • Pomona
  • Pomona, California
  • Nov 01, 2020
Full Time Administrative Analysis and Research Clerical and Administrative Support Human Resources and Personnel

Job Description

Type of Appointment: Full-Time, Temporary
Collective Bargaining Unit: California State University Employees Union (CSUEU) - Unit 9

Classification Salary Range: $4,693 - $8,489 per month
Anticipated Hiring Range: $4,693 - $5,958 per month

Work Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m.
Summer Work Schedule: Monday - Thursday, 7:00 am. - 6:00 p.m.

Recruitment Closing Date: April 6, 2020


The Office of Admissions & Enrollment Planning is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy. The division has adopted a set of values that every Academic Affairs staff member is responsible for promoting. The Office of Admissions & Enrollment Planning is responsible for all recruitment activities for international and out-of-state prospective undergraduate and graduate students as well as the admission activities for all undergraduate and graduate students. The Office is meeting the non-resident goals of the University by promoting the image of the University, its programs and uniqueness both domestically and internationally. The Office is also charged with assisting with the setting and meeting of the enrollment goals of the University via strategically reviewing trends, needs and capacity issues; planning with Deans and senior management; developing relationships with the campus and external communities; providing timely, accurate and comprehensive services to students and the campus throughout the recruitment, admission and enrollment processes. The Office is responsible for compliance with federal, state, CSU system and University requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU Chancellor's Office, and the external community. Application processing, eligibility determination, counseling, reporting and enrollment planning are primary functions of this office. The Office plays an integral role in the development, implementation and maintenance of the photo ID system, as it relates to the campus' identity management initiatives via its coordination of data relative to all campus members and its affiliates. Additionally, the Office is responsible for the administration, facilitation, scoring and reporting of a number of system wide and campus wide testing programs. The Office of Admissions & Enrollment Planning is housed within the Division of Academic Affairs and reports to the Associate Vice President of Enrollment Management & Services. The Office plays a leadership role in enrollment management and planning, in conjunction with other campus constituents.


Under the general direction of the Associate Director of Admissions & Enrollment Planning, the incumbent is responsible for establishing the work plan for Admissions processing unit operations by scheduling work for Admissions Analysts (transfer, freshman and post-baccalaureate applications) as well as prioritizing specific projects and assigning specific jobs to individuals; the incumbent assists the Associate Director of Admissions & Enrollment Planning with the overall operational oversight of the office and assists with the planning, allocation and monitoring of staff and operational resources and makes suggestions regarding approaches to program operations and priorities; the incumbent works with the AA/S E II to formulate worklist; they will also work together to create reports to be used for data cleanup; they will have an understanding of the check listing process and the ability to run various processes per the startup plan; supports the accurate and timely production of Chancellor Office admission and record reporting files (ERSA, ERSS, etc.) from the student system. The incumbent is responsible for assisting the Associate Director of Admissions & Enrollment Planning with developing business process guides and training admissions staff on best practices in order to make more efficient all aspects of application processing. Responsibilities also include monitoring and setting controls for accuracy and maintaining a high level of data integrity; In conjunction with the other AA/S E II, develops a deep in-depth understanding of Cal State Apply, WebAdmit, and the various tables in PeopleSoft that are utilized by admissions, assists with the development of new modules, writing specifications, running jobs and queries, and testing, and post applications received from online Cal State Apply Admission Application and the Early Start Program; Supports and troubleshoots the implementation of EO1110 to include, yet not limited to writing and running various queries to ensure the timely compliance; responsible for maintaining and updating business process guides and providing regular training in this area; assists with managing and redirecting CSU eligible but denied eligible students to other campuses including ADT students. Maintains the ADT Cluster Setup and ADT Mapping table; and serves on the team that will review, research and resolve complex admissions data problems, student account issues pertaining to, but not limited to coordination of the appeals, duplicate IDs and suspended applications and test scores. Works with the Associate Director of Admissions to automate processes and internal and external reporting.

Under the general direction of the Associate Director of Admissions & Enrollment Planning, the incumbent is responsible for providing guidance and oversight for the day-to-day operation of the undergraduate and graduate admissions function in support of the University's enrollment goals. Additionally, under the general direction, the incumbent is responsible for leading, developing, coordinating, documenting and implementing comprehensive business process reviews which are complex in nature for the Admissions unit that have significant impact for internal and external constituencies. The incumbent will be responsible for providing input to performance reviews for the Associate Director's signature and assessing and evaluating the impacts of business process changes/modifications and/or implemented policies from strategic and operational perspectives; The incumbent defines the duties and responsibilities of staff; assesses performance and provides feedback; designs and coordinates training and staff development; recommends promotion and leaves of absence; oversees the selection and recommends appointment of personnel for staffing; The incumbent is responsible for documenting, developing, coordinating, implementing and monitoring work flow, as well as identifying "roadblocks and/or bottlenecks" in any part of the process to facilitate the timely processing of applications; This position serves as a point of contact for admissions applications processing for internal and external constituencies. The incumbent is able to post transfer credit work in PeopleSoft and make adjustments when necessary. Assists with evaluating transfer credit and determining equivalency and transferability based on national guidelines, formal articulation agreements, Title V and university policies; and assists with determining California residency when needed, Requests additional documentation to make residency determination, as necessary. Notifies students within stated timeline, if non-resident; and determines if additional documentation is required to make a decision.

The incumbent will coordinate and implement a campus wide enrollment communication plan from application through enrollment; implements the Office of Admissions & Enrollment Planning communication calendars to ensure that the office meets systemwide and campus deadlines for production of systemwide publications and Cal Poly Catalogue; responsible for coordinating and obtaining all necessary copy reviews and approvals via Systemwide contacts, academic units, campus editors, and relevant campus personnel; oversees and ensures the timely and accurate content on Admissions & Enrollment Planning websites; responsible for researching and development of new electronic medias and mediums targeted towards applicants, admits, and enrolling students. The incumbent will meet with students and families to discuss the admissions and enrollment process. Identifies nature of visit/inquiry (in person, over telephone, via email or on social media), provides answers and/or escalates to the right party if necessary; able to solve visitor inquiries such as interpretation of student portal checklists, service indicators, admissions statuses, enrollment appointments, etc.; maintains a broad understanding of the admission, matriculation, mandatory orientation, Early Start, campus housing, and various enrollment policies; and aware of trends, issues, challenges relating to visitors/calls/inquiries and makes recommendations for solutions, communication improvements and alternatives.


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, PLUS 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


Minimum of two (2) years in admission planning and administration and business process development and implementation.


A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits 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 covered veteran status.


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.


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.
Closing Date/Time: Open until filled

Job Address

Pomona, California 91768 United States View Map