Operations Specialist

Job Description:

Operations Specialist

Description

Type of Appointment: Full-Time, Probationary

Job Classification: Administrative Analyst/Specialist Exempt I

Anticipated Hiring Range: $4,598 - $5,600

Work Hours: Monday - Friday 8am-5pm

THE DEPARTMENT:

The President is the Chief Executive Officer of the University and is responsible for all operational aspects and strategic initiatives for the University, including student recruitment, retention and graduation; academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fundraising. The Operations Specialist provides assistance and support to the Office of the President to include the President, Vice President and Chief of Staff, Deputy Chief of Staff, Presidential Aide, Administrative Operations and Budget Analyst, and Executive Assistants.

DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Proactively addresses sensitive issues and knows when to seek advice from lead or manager. Handles and prepares responses to phone calls made to the President's Office; uses judgment to independently determine the best approach to handle concerns, questions, and inquiries. Independently assesses issues and redirects inquiries to the appropriate department when needed.
• Demonstrates creativity and initiative by suggesting solutions, best practices, or approaches to ensure precision in administrative tasks, financial management, and systems analysis.
• Acts as a project administrator in ServiceNow, directing requests to Vice President offices for streamlined tracking and communication within a single platform.
• Assists with the President's Office signature tracker in Smartsheet; ensure signature requests are assigned and complete, as needed.
• Administrator for the 25Live room/event scheduling system for conference areas overseen by the President's Office. Creates and delivers training sessions for multipurpose room (MPR) users addressing computer, audio, and related equipment usage.
• Maintains gift inventory to track gifts presented to faculty, staff, students, alumni, donors, and external constituents. Compose letters of congratulations from the President for retiring faculty and staff; ensure a gift is provided to retirees with 20+ years in recognition of their service.
• Serve as lead for student assistants to manage front desk coverage, coordinate work schedules, assign special projects, and prepare welcome gifts for new hires as part of the university’s onboarding process.
• Oversee the President’s Honor List, which involves sending 2,500-6,000 student award letters via email in partnership with the University Registrar. Work with the Registrar/Academic Affairs to distribute letters during the summer, Fall Semester, and Winter Intersession as students become eligible for the award.
• Schedules maintenance for the copy machine and arranges water deliveries. Manages and orders both hospitality and office supplies.

Budget and Payroll Administration:

• Lead budget analyst for Foundation accounts providing strategic operations and systems analysis to assist with annual budget preparation and oversight; program and project expense tracking; and implementation of new or revised policies.
• Prepare, analyze, and interpret budget reports, make budget projections and examine documents for conformance with established policies and procedures. Reconciles accounts and generates monthly and ad hoc reports to ensure accuracy of expenditures.
• Serve as the primary department timekeeper; analyze, review and implement payroll policies/procedures, recommend enhancements for department payroll processing, and serve as a resource to provide staff training and guidance. Serve as the primary contact with Payroll Services attending information sharing/training sessions when offered.
• Track, process and monitor attendance, including hybrid schedules, leave balances, retired annuitant hours, and other forms of leave for staff and student assistants.
• Monitor employee leave credits on a quarterly basis and inform employees, leads, and HEERA managers of excess or insufficient leave credits.
• Oversee and manage student payroll, timesheet policies and procedures, provide recommendations to improve/implement revised policies.
• Coordinate the recruitment, hiring and onboarding of student assistants in the President's Office. Develop and implement a framework for recruitment and onboarding efforts for new student assistants. Serve as the primary coordinator with the Career Center and EODA as needed.
• Lead for student assistants; coordinate work schedules, primary trainer for front office responsibilities to include 25Live training, receptionist duties, and administrative operations; lead evaluator for student assistant performance reviews. Draft evaluations in collaboration with HEE RA manager, seek feedback from department staff, and provide performance reviews in consultation with HEERA manager.

Event Coordination and Planning:

• Support the Office of the President in coordinating, organizing, and planning various events, including faculty/staff recognition, holiday and retirement celebrations, community partnership receptions, and other special events.
• Work collaboratively and sustain a productive relationship with the Office of Events and Special Projects within University Advancement. Assist with presidential alumni events, donor gatherings, campus-wide occasions, and celebrations involving external community or legislative partners. Participate in Event Planning meetings arranged by the Director of Events and Special Projects.
• Serve as the primary Event Specialist for the Faculty Emeritus celebration organized by the President’s Office in partnership with Academic Senate staff.
• Creates and drafts text for print pieces such as event invitations, menus, nametags, and other collateral materials for events managed by the Office of the President. Composes and sends communications to guests concerning event specifics.
• Support the Office of the President with Campus Catering for business meetings, luncheons, and recognition ceremonies to ensure consistency with presidential event orders. Build and sustain effective relationships with catering staff and chefs.
• Serves as a member of the Fall Conference Committee and other ad hoc event committees as assigned.
• Provides additional support for organizing presidential forums, town hall meetings, or campus conversations. Works with Media Vision and Strategic Communications staff for event coordination.

Project Support for Tribal Relations:

• Provide administrative and leadership assistance in organizing and planning council meetings, campus-wide activities, student outreach initiatives, and special projects as directed by the Director of Tribal Relations.
• Lead support for budget and financial tracking of allocations designated for NAGPRA/CalNAGPRA and repatriation efforts, Kellogg Legacy funding, as well as other funds received for tribal relations initiatives.
• Support the Director of Tribal Relations with repatriation efforts and special projects as needed.

Website Support:

• Creates, maintains, and optimizes all web experiences for the Office of the President.
• Creates new sections or pages on the website for campus events and initiatives for the President’s Office.
• Responsible for supporting website production and content management using Cascade CMS.
• Ensures all website content aligns with messaging across all other digital platforms.
• Collaborates with IT team to ensure that web content meets user expectations and seamlessly integrates with overall site design, functionality, and updates for Cascade CMS and 25Live programs.
• Creates, edits, and proofreads text, as necessary, to ensure accurate and effective communication.
• Ensures timely delivery of content for website integrations while handling feedback and revisions in a timely manner.
• Aids in ideation, planning, coordination, and creation of events hosted by the Office of the President using programs such as Slate, Eventbrite, and MyBAR.
• Structure web content to ensure easy navigation and accessibility for users.
• Display working knowledge of resizing imagery and media on programs such as Photoshop and Canva.

QUALIFICATIONS:

• 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.
• DL NUMBER - Driver License, Valid and in State
• Two (2) 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.

PREFERRED QUALIFICATIONS:

• Bachelor's degree and/or the equivalent training and administrative work experience.
• Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• General knowledge of higher education organizations and familiar with a university campus environment.
• Demonstrated experience in an executive level support role. Experience with coordinating, creating, implementing, and planning special events.
• Ability to exercise considerable, independent judgment with a thorough knowledge of professional administrative procedures involving in-depth problem solving techniques.
• Proficient with project management applications, experience with Service Now, and 25Live or similar applications.

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 the California State University Out-of-State Employment Policy .

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 the California State University Background Check Policy .

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 5. The CSU Classification Standards for this position are located on the CSU Classification Standards website .The CSU Salary Schedule is located on the CSU Salary Schedule website . The classification salary range for this position according to the respective skill level is: minimum $4,598 and maximum $8,318 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 the I-9 Acceptable Documents website .

Child Abuse/Neglect Reporting Act (CANRA)

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. Read more at the California Child Abuse and Neglect Reporting Act policy .

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 the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report .

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: Dec 11 2024 Pacific Standard Time
Applications close: Jan 10 2025 Pacific Standard Time

Closing Date/Time: