Cal Poly Pomona


Recruitment No. 50566
Administrative Grade Level Administrative Grade Level I
Collective Bargaining Unit N/A
College/Department Student Health & Counseling Services
Timebase Full-time
Type of Appointment Management Personnel Plan (MPP I)
Application Materials Required University Application, Resume,Letter of Interest and References Required
Anticipated Hiring Range Commensurate with qualifications and experience
Recruitment Closing Date Open Until Filled. First consideration will be given to complete application packages received no later than March 25, 2013.


The mission of Student Health & Counseling Services is to provide education and medical services, and enhance psychological development and emotional wellbeing.  The department provides cost effective care that will assist students with information and the skills necessary to develop a healthy lifestyle while emphasizing a developmental and holistic approach to mental, physical health and wellness designed to facilitate growth, retention and graduation of students.  The unit strives for excellence in student services by adhering to the values adopted by the Division, i.e.  A Student Centered Philosophy, Integrity, Interconnectedness, Passion, Quality and Richness of Diversity.


The Assistant Director for Administrative Services develops, maintains and analyzes financial data including budget planning, expenditure projections and reporting; early identification of budget issues and responses to requests for reports and data; supervises and monitors the delegated purchasing system for all areas and is responsible for general oversight of all accounts.  The incumbent supervises all billing systems, aging reports for student accounts, and reporting of monthly state sales tax; serves as a resource to all staff and as an expert resource on equipment and supply procurement; and coordinates the research, writing, budget development and submission of internal and external grant funding sources in conjunction with the executive director.  The incumbent supervises the administrative support staff, medical reception and medical records staff; coordinates and maintains master schedule for Clinicians and counselors; provides input to Executive Director for approval of absence requests to ensure adequate coverage for clinic needs; and is responsible for interviewing, hiring, orientation and evaluation of staff in the distinct areas. The incumbent coordinates with clinical, nursing, counseling and other ancillary departments to ensure interconnectedness and teamwork; serves as an integral member of the Administrative Leadership Team; serves as the primary personnel and payroll specialist, including licensure verification, credentialing, appointment and re-appointment of Clinicians to the medical staff, continuing medical education and professional development; advises on all travel arrangements for staff at Student Health & Counseling Services; maintains and organizes accurate and up-to-date personnel records for all staff at Student Health and Counseling Services; and serves as liaison to Payroll on issues and concerns.  The incumbent administers a wide variety of contracts including both services required and those services provided; develops contract criteria and bid specifications; consults widely regarding required contract elements; works in a collaborative manner with Department Heads for major equipment purchases; coordinates quarterly fire drills and building safety inspection; schedules and coordinates quarterly fire drills and building safety inspections; and schedules, coordinates and conducts annual fire and safety inspection with the Fire Marshall and the Environmental Health and Safety Department.  The incumbent oversees the AAAHC accreditation process; prepares the yearly self-assessments and makes assignments as needed; submits all required paperwork to apply for re-accreditation in a timely manner; and performs other duties as assigned.


Bachelor’s degree in Business or a related field AND 3 - 5 years of experience in supervisory responsibility including budget control and/or development of diverse and extensive administrative guidelines for varied office operations.  Excellent interpersonal and communication skills are required.


PeopleSoft programs; familiarity with the Health Insurance Portability and Accountability Act (HIPPA) and knowledge of State budgetary regulation, and familiarity with union contracts are desirable.                                           


The position is open until filled.  First consideration will be given to complete application packages received no later than March 25, 2013.  Early response is encouraged. All candidates must submit a 1) completed formal application, 2) resume, 3) letter of interest which includes a narrative detailing how the candidate satisfies the position description, and 4) the names, titles, addresses, and telephone numbers of three references who can provide current assessments of the candidate’s qualifications for the position.

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


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.



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