Cal Poly Pomona


Recruitment No. 50658
Classification Title Administrative Support Assistant II
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Gift Processing/University Advancement
Timebase Full-time
Type of Appointment Temporary
Application Materials Required University Application, Resume, Cover Letter and Current DMV Report Required
Classification Salary Range $2,505 - $3,758
Anticipated Hiring Range $2,505 - $2,923
Recruitment Closing Date This position is subject to close at anytime.


The Division of University Advancement is one of five current central divisions of the University whose primary purpose is to enhance the private support of the university, As a main component of the division University development develops programs, events, and activities that stimulate the involvement and interest of an ever-growing base of alumni, parents, current donors, friends, industry, foundation, and prospects.


The Gift Processing Assistant performs the work required to maintain the integrity of the database; researching of individual and corporate records by gathering, compiling and analyzing researched data using external research resources to locate and update information on individuals and corporations. The incumbent is responsible for adding, updating and maintain individual and corporation records; ensure that duplicates are researched and amended; work closely with prospect research, alumni affairs, events and annual find on special projects which relate to database integrity; assuring that alumni are coded correctly in regard to honors, clubs, past student involvement, participation, events, updates from college mailing, etc. The incumbent ensures accurate and efficient processing of all Acceptance of Gift forms for gifts of cash and in-kind gifts. This includes walking to various locations on campus to pick up check and/or other documents, verifying that the Acceptance of Gift packet is complete with the appropriate signatures, cash receipts, donor receipts, and other supporting documentation, and that the packet is ready for scanning. Enter gifts into Viking database, update biographic/demographic information and enter all relevant information for Foundation. Assist with processing matching gifts from companies that match donor’s gifts and matching Foundation receipts with appropriate Acceptance of Gift packet. On a weekly basis the Gift Processing Assistant will scan all Acceptance of Gift packets in OnBase. The position will be responsible for filing and archiving all Acceptance of Gift packets as well as verifying Acceptance of Gift imports in OnBase and Annual Fund Acceptance of Gift forms. The incumbent will be responsible for training students and other basic Viking users on looking up information and updating or deleting address information in Viking and OnBase.


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. Required valid California drivers license and insurance.

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


Knowledge of Viking Development System and experience in technical research; experience with relational database management systems, alumni based systems and scanning.


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