Cal Poly Pomona


Recruitment No. 50541
Classification Title Administrative Support Assistant II
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Academic Programs
Timebase Part-time
Type of Appointment Temporary, for 1 year
Application Materials Required University Application, Resume and Cover Letter required
Classification Salary Range $1,879 -$2,818
Anticipated Hiring Range $1,879 -$2,192
Recruitment Closing Date November 19, 2012


The Office for Academic Programs is responsible for the administration of undergraduate and graduate programs, including responsibility for the design and implementation of programs for enrollment management; coordination and supervision of curriculum development and implementation; coordination of various student petition processes; maintenance of the Academic Master Plan; preparation of the academic calendar; liaison with the Western Association of Schools and Colleges (WASC); programmatic responsibility for General Education, academic program review, and assessment processes. This office is responsible for publication of informational materials regarding academic programs, the University Catalog, and the Curriculum Development Guide.


The Academic Support Services Assistant will provide information to students to subject mandates associated with Executive Order 665 (academic preparation) and EO 1048 (Early Start); prepare marketing materials and maintain associated websites ; coordinate communication and information gathering for the constituencies involved in the Early Start Summer Program; attend planning meetings; compile meeting agendas; record and distribute minutes, and follow up with presenters and attendees on outstanding tasks; maintain database for prospects, applicants and participants; prepare mail merge correspondence to various groups, depending on particular indicators; track students in Early Start program and after program ends; provides statistics as requested; monitor deadlines; track EO 665 students through satisfaction of requirements, and during leave of absences for those who do not complete; coordinate the processes connected to student petitions related to curricular issues; support timely carry-out of all aspects of the quarterly cycles of Retroactive Withdraw, GWT Petitions, EO 665 Waivers, Academic Renewal Petitions, and Grade Appeals; maintain internal calendar for all aspects of the process; monitor timely completion of projects and assignments related to petitions. The incumbent will assist students with submission processes for petitions related to curricular issues and refer petitions to appropriate staff members; prepare decision letters to student petitions; provide general administrative support for selection committees coordinated by the office of Academic Programs; compile meeting agendas, record and distribute minutes, and follow up with presenters and attendees on outstanding projects; update as needed respective Blackboard sites utilized by these committees; coordinate arrangements for retreats, conferences, and workshops and other special events related to the Office of Academic Programs. The incumbent will respond to in-person, online, written, and telephone inquiries directed to the Academic Programs office; maintain confidentiality on a variety of levels; answer questions and provide general information and assistance to students, parents, administrators, faculty members, staff members and others; refer contracts to appropriate staff members or resources and perform other duties as assigned.  


High School diploma or its equivalent AND three 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; ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.  Ability to perform arithmetic functions of a transactional nature, including tracking and comparing data; ability to 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.

Finalists for this position may be required to submit to and successfully pass a Live Scan criminal records check prior to being hired.


Bachelor’s Degree; proficient in use of software programs such as People Soft, Blackboard; familiarity with University departments, regulations, procedures (at Cal Poly Pomona or other institutions of higher education).


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:


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