Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union- CEUEU (Unit 7)
Job Classification: Administrative Support Assistant II
Anticipated Hiring Range: $3,505 per month
Work Hours: Monday - Friday, 8am - 5pm, unless notified otherwise
THE DEPARTMENT The Office of Admissions 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. In performing the duties assigned to this position, all staff members are expected to consistently demonstrate attitudes and behaviors that are in keeping with these divisional values.
The Office of Admissions is responsible for the admission activities for all domestic and non-resident undergraduate and graduate students, in addition to transfer credit for new entering transfer students. The Office is meeting the 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 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, transfer credit, reporting and enrollment planning are primary functions of this office.
The Office of Admissions is housed within the Division of Academic Affairs and reports to the Senior Associate Vice President of Enrollment Management & Services. The Office plays a leadership role in enrollment management and planning, in conjunction with other campus constituents.
DUTIES AND RESPONSIBILITIES Index Transcript Coursework
- Responsible for reviewing scanned transcripts. Ensure coursework is indexed from imaging systems to PeopleSoft in a timely manner.
- Manual data entry required to input coursework entry from transcript to imaging system and verify in PeopleSoft.
- Work with imaging and PeopleSoft system administrators to ensure transcript templates are up-to-date and support troubleshoot of any Optical Character Recognition software of OnBase irregularities.
Receiving and Processing Documents
- Provides support to the Document Processing unit in review of documentation received, accuracy and completeness of files, and checklist analysis within PeopleSoft to ensure documents received are recorded accurately, and in a timely manner.
- Verify, edit and commit data for admission applications, transcripts and supplemental documents in OnBase imaging systems; determine additional documentation/information needed to determine eligibility; identify problem applications and contact students for resolution.
- Review and process supplemental admissions documents, including high school and college transcripts, test scores, immigration/residency documents, fee waivers, etc.
- Act as resource for student employees who provide clerical support to the front-end processing of admission applications and document processing.
Office of Admissions
- Participates in all Office of Admissions, Enrollment Cluster and divisional staff development and staff meetings, and attends all major staff events to promote the University.
- Adheres to laws and policies established in regards to computer data, records, accounting and personnel by the California State University, Cal Poly Pomona, and the Office of Admissions to show sensitivity and appropriate conduct as a University employee.
- Adheres to and properly advises prospective and admitted students regarding CSU residency policies.
- Assists the Enrollment Services management team with long- and short-range planning and goal setting, policy and process changes, coordination of services and programs, etc.
- Performs administrative and programmatic duties as assigned.
QUALIFICATIONS - High School diploma or its equivalent.
- Three (3) years of experience in general office clerical or secretarial work or the equivalent.
- General working knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of office methods, procedures, and practices; thorough knowledge of English grammar, punctuation, and spelling; ability to learn, interpret independently, and apply a variety of complex policies and procedures.
- Able to:
- Identify deviations from applicable policies.
- Apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
- Perform arithmetic functions of a transactional nature, including tracking and comparing data.
- Work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
- Demonstrated competence in effectively presenting standard information in writing.
- Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
- Typing and keyboarding skills with the ability to type/key at a corrected rate of 45 words per minute.
Preferred Qualifications - Strong oral communication and interpersonal skills.
- Four (4) years preferred experience in general office clerical work or the equivalent.
- Proficiency in using office software packages, PeopleSoft system, and Document Imaging.
Equity, Diversity, and Inclusion At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.
We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.
More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website .
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 https://calstate.policystat.com/policy/10899725/latest/ .
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 https://calstate.policystat.com/policy/13813878/latest/ .
CSU Classification Salary Range This position is part of the California State University Employees Union (CSUEU) bargaining unit 7. The CSU Classification Standards for this position are located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is: minimum $3,505 and maximum $5,159 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 https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .
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 Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .
Other Notices For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.
Advertised: Jul 05 2024 Pacific Daylight Time
Applications close: Jul 21 2024 Pacific Daylight Time
Closing Date/Time:
