Cal Poly Pomona


Recruitment No. 50549 
Classification Title Administrative Analyst/Specialist-EI
Collective Bargaining Unit CSUEU/Bargaining Unit 9
College/Department Provost Office
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application, Cover Letter and Resume required
Classification Salary Range $3,845 - $5,770
Anticipated Hiring Range $3,845- $4,487
Recruitment Closing Date 2/18/13


The Office of the Provost and Vice President for Academic Affairs has responsibility for the management of the academic enterprise of the University with over 1200 full and part-time faculty who serve a student population of 20,000 and a staff of 350.


The Administrative Analyst Specialist will provide oversight for Kellogg Legacy Project Endowment as provided in endowment timeline. The incumbent is responsible for keeping the Provost informed of endowment interest earnings, analyzing current projects to see if sufficient funds are available to continue funding; works directly with the Provost on endowment projections, forecasting, preparing necessary spreadsheets reporting funds allocated, expanded, funds remaining, etc. The incumbent will communicate on behalf of the Provost with the President’s Cabinet on the current status of the endowment, and is also responsible for communicating with the campus community, Foundation and Advancement on the endowment process, timeline and deadlines; keep abreast off all changes, and track/report changes as required. The incumbent will manage budgets for the Provost Office; maintain Provost Office electronic budget files; forecast spending of a variety of resources including one-time funding, track spending and provide Provost and/or Executive Assistant with necessary financials as needed; coordinate the Management Personnel Plan (MPP) Reviews; work with committees on creating survey(s), analyze and organize data produced by survey(s); provide support to the Provost Award Selection Committee (PASC) and the Hart Award Committee; maintain and update website, send announcements to campus community, communicating with applicants, reviewing and uploading application materials to Blackboard; communicate with applicant if documents are missing; edit committee documents; prepare correspondence from Chair of committee to applicants, prepare spreadsheets with data from applicants, provide initial analyst of applicants meeting required criteria to committee Chair and attend all meetings and take notes on action items; work with President’s Office and/or Commencement Committee on coordination of announcement, prepare paperwork for all monetary awards, announcements for polycentric, the university marquees. The incumbent will review international travel requests to ensure that guidelines established by both the President and Provost are met and ensures that all travel paperwork is complete and routed to the President and Chancellor of the CSU system, and that insurance is bound. The incumbent will make recommendations to the provost based on risk assessment of travel destination; serves as liaison on matters relating to human resources including MPP recruitments and sensitive/complex problems of a highly confidential nature. The incumbent is also responsible for coordinating and/or providing direct oversight for searches for any direct reports to the Provost which includes all Dean and Associate Vice President positions, and ensures that communication regarding such searches with Human Resources and the Office of Diversity and compliance is timely and precise; prepare correspondence for the Provost signature; file and organize paperwork; continue electronic filing for all projects; work independently on special projects as assigned by the provost and Vice President for Academic Affairs. The incumbent will perform other duties as assigned.  


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 two years of related experience.  Working knowledge of, and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations; thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty; working knowledge of operational and fiscal analysis and techniques; ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.  Skill in research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations; expertise in investigating and analyzing problems with a broad administrative impact and implications; ability to anticipate problems and address them proactively; demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form; ability to train others on new skills and procedures and provide lead work direction. Basic familiarity with the fields of Academic Affairs (University and system-wide policies and procedures); excellent writing and proofreading skills; excellent oral communication skills (ability to relay information accurately and concisely); strong organizational skills (coordinating multiple activities and budgets, maintaining and interpreting information); requires some nights and weekend work for special events and searches as deemed necessary by Executive Assistant and/or Provost and Vice President for Academic Affairs. Finalists for this position may be required to submit to and successfully pass a Live Scan criminal records check prior to being hired.


Strong organizational skills, ability to coordinate multiple activities, maintain and interpret information; ability to operate a computer; proficient in MS Word, ability to complete mail merge documents and possess excellent interpersonal skills.


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:


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.


Achieving Excellence as a Learning-Centered University