Administrative Assistant to the AVP, Development

Job Description:

Administrative Assistant to the AVP, Development

Description

Type of Appointment: Full-Time, Probationary

Job Classification: Administrative Analyst/Specialist Non-Exempt

Anticipated Hiring Range: $4,799 - $5,850 per month

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified

Recruitment Closing Date: December 3, 2025

THE DEPARTMENT:

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. The University Development creates programs, events and activities that stimulate the involvement and interest of an ever-growing base of nearly 140,000 alumni, parents, current donors, and friends. The development staff work together to maintain relationships with on-campus and off-campus constituencies and stakeholder groups interested in advancing the mission of the University.

DUTIES AND RESPONSIBILITIES:

Administrative Support

• Provide Administrative Support to the Office of University Development
• Track submission deadlines for various assignments and ensure advancement and program reports are submitted timely. Independently respond to written and verbal inquiries from donors, alumni, corporate partners, and campus personnel regarding advancement programs.
• Analyze existing procedures and develop, recommend, and initiate responses and action to requests for information, procedures, policy, etc. which requires independent research.
• Represent the office of University Development when communicating with university administrative offices and serve as a liaison with all the direct reports to the Associate Vice President (AVP) which includes the 10 college/division based directors of development and development associates.

Budget Analyst

• Maintain state and foundation office budgets and monitor the financial activity of budgets, providing historical and current data. Prepare and maintain budget of University Development subscriptions and publications.
• Coordinate credit card accounts for the Directors of Development and AVP for Development by reviewing, preparing documentation for payment, and approve expenditures which may require higher level signatures; track expenses and transfers; reconcile accounts using the online PeopleSoft for state general fund and online One solution for Foundation accounts.
• Create and maintain detailed spreadsheets of donor/prospect cultivation and stewardship expenditures for each Director of Development and track against budget amount allocated for the fiscal year.

Meetings

• Prepare agendas for monthly Relationship Meetings.
• Compile and prepare meeting notes with material distribution to group meetings.
• Plan and coordinate all prospect/donor data lists needed from Prospect Research prior to meetings and work with Gift Processing Specialist to ensure all gift reports are up to date to distribute prior to monthly meetings.
• Follow-up to ensure deadline dates are met based on result of meeting discussions.
• Independently initiate and/or draft memos and correspondence which may require the selection of a variety of resource materials using creativity and inventiveness.
• Develop complex documents, presentations and spreadsheets to include research and production using various computer software.
• Independently initiate and coordinate any activities, projects or systems that will contribute to the overall effectiveness of the department.

Office Operations

• Oversee and coordinate office operations and activities that include: Screen visitors, telephone calls and correspondence for the Office of University Development.
• Answer inquiries regarding the university and division policy and refer people to the appropriate person or area when required.
• Deal with a variety of public contacts that include donors of all levels, prospects, corporations, campus administrators, faculty, and staff; provide and receive a variety of complex information items as well as take and deliver accurate, complex and confidential messages.
• Coordinate travel arrangements for the AVP and Directors of Development to include transportation, lodging, registrations, and upon completion of travel, complete travel expense claim forms.
• Prepare payroll and attendance for the University Development department. Acts as a liaison with Payroll Services ensuring that all payroll and attendance policies and procedures are followed.
• Maintain staff calendar for the AVP's review and tracking of staff.
• Plan and organize in reserving conference rooms and working with IT on technical equipment needed.
• Organize and maintain the complex filing system and confidential files.
• Provide all information and material needed from the files and ensure protection of information contained in the files.
• Schedule meetings and coordinate the calendar for the AVP for Development.
• Provide administrative support relating to forms and documents required by the Cal Poly Pomona Philanthropic Foundation.

Constituent Relations/Events

• Assist in the coordination and implementation of various solicitation, cultivation and stewardship special events which involves development of invitation lists, site selection, catering and coordination with other development professionals and University Advancement staff.
• Interact on a highly professional level with a variety of diverse constituents to independently plan and implement campus tours, receptions and luncheons for groups of all sizes which enhance the image of the university and, at times, lead to major gifts and support of the university.

QUALIFICATIONS:

• Bachelor's Degree
• Driver License, Valid and in State
• 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. 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.
• Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED QUALIFICATIONS:

• Knowledge of the financial structure of donations, grants and contracts to include cash, gift-in-kind, stocks, securities, planned gifts, endowments and real estate.

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 CSU 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 CSU Background Check Policy .

CSU Classification Salary Range

This position is part of the California State University Employees Union (CSUEU) bargaining unit 9. 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 $4,799 and maximum $6,992 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 to the Acceptable I-9 website .

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver 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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

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

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

Advertised: Nov 19 2025 Pacific Standard Time
Applications close: Dec 03 2025 Pacific Standard Time