University Advising Analyst

Job Description:

University Advising Analyst

Description

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State Employees of California (CSUEU) - Unit 9

Job Classification: Administrative Analyst/Specialist - Non-Exempt

Anticipated Hiring Range: $3,879 - $4,668 per month

Work Hours: Monday - Friday 8:00 am - 5:00 pm

THE DEPARTMENT

The Office of Student Success provides leadership for multiple units focused on meeting the needs of Cal Poly Pomona's diverse student body. The Office of Student Success oversees the coordination of academic advising initiatives to achieve shared goals, and the development and implementation of academic intervention programs to help students make timely progress toward degree completion. Student Success provides oversight for academic and student success as related to academic policies, university advising, academic-related initiatives, and strategic planning. The office handles student petitions related to academic issues, including general academic petitions, retroactive withdrawals, grade appeals, academic renewal, and records the completion of culminating experiences. Student Success provides oversight for University Advising, the Bronco Advising Center, Student Communication, Advising Technology, Undeclared Advising, Early Alerts Programs, Graduation Pledge Programs, the Early Start Program, the Learning Resource Center; Bronco Tutoring; First Year Experience (FYE); Science, Technology, Engineering, and Mathematics Students United to Create a Community for Engineering and Science Success (STEM SUCCESS); Reading, Advising, and Mentoring Program (RAMP); and the University Writing Center. The office of Student Success collaborates with Academic Program, Enrollment Management Services, and College leaders to support students in meeting their academic goals.

DUTIES AND RESPONSIBILITIES

Administrative Support

• Provide and coordinate daily confidential, administrative, technical, and analytical support for the Executive Director of University Advising, Associate Directors of Student Success Advising, Senior Coordinator for University Advising, Senior Coordinator for the Bronco Advising Center, Communication Specialist, and other staff in the unit as needed, on a wide array of matters including office matters, human resource matters, policy planning, and employee onboarding.
• Function as the primary administrative support for the department and apply a high degree of judgement, discretion, and initiative in coordinating meetings, conference calls, projects, activities, inquiries, and responses for the department’s leadership.
• Troubleshoot problems, handle highly confidential and sensitive issues, and respond to a variety of situations referred to the department’s leadership by university officers and constituents.
• Maintain a complex executive appointment calendar, balancing consultation with the department’s leadership with independent decisions based on knowledge of their priorities and goals.
• Receive, screen, and respond to visitors, telephone calls, and correspondence directed to the department’s leadership and make appropriate referrals. Provide general information, answer questions, and handle situations in which judgement, knowledge, tact, and diplomacy are critical.
• Keep informed of a broad range of policies, procedures, and regulations. Prepare in advance of meetings by providing folders containing background materials and pertinent information.
• Set up and maintain the department leadership’s working files and maintain a comprehensive office filing system, databases, and policies and procedures manuals. Maintain the subdivision's emergency contact information.
• Work closely with the AVP of Student Success, Executive Director of University Advising, and the Senior Associate Director to provide guidance and support managers and staff, to foster a strong service culture within the subdivision, and to facilitate assessment and quality improvement activities.
• Establish priorities and action timelines; create and use database to manage workflow and to plan and coordinate projects.
• Initiate and compose correspondence individually and on behalf of the department leadership; ensure the technical and content accuracy of documents.
• Respond to students concerns, receive and log student petitions and appeals, and prepare decision letters related to the student petitions when needed.
• Organize, publicize, and coordinate special functions hosted and/or sponsored by the department’s leadership including campus visits, receptions, planning retreats, conferences, training sessions, and student activities.
• Serve on committees and project teams; record, transcribe, and disseminate minutes; and follow up on action items as necessary.
• Oversee day-to-day administrative office operations; provide management support for special projects as assigned; and lead, train, and assign work to student assistants.
• Maintain the master calendar and assist in planning and coordinating meetings and special events.
• Make travel arrangements, plan itineraries, and prepare expense reports for managers. Serve as the departments Concur e-Travel Expense/Request Delegate. Review travel requests and expense reports for staff and process to department leadership. Responsible for ensuring requests follow University polices for authorized travel and notifying employee about corrections or modifications to submissions. Process procurement and service requests.
• Assist with collecting, reviewing, editing, organizing and compiling Bronco Advising Center and University Advising Annual Report
• Be able to work in a hybrid environment, in alignment with the CPP Telecommuting Program principles and practices, and the specific Academic Affairs standards of excellence and divisional values.

Event and Programming Support

• Organize, publicize, coordinate, and serve as support for special functions hosted and/or sponsored by the department’s leadership including campus visits, receptions, planning retreats, conferences, training sessions, and student workshops, Day of the Advisor Conference, Outstanding Advisor Awards and assist with awarding Faculty Certificates.
• Serve as the 25Live event request approver for the spaces managed by the Office of Students and its units, including conference rooms and other meeting spaces Responsible for reviewing and responding to reservation requests in a timely manner.
• Maintain departmental inventory and serve as a liaison to Procurement and Support Services/Asset Management, Information Technology & Institutional Planning and Academic Research and Resource.

Human Resources Support

• Serve as the department’s principal personnel and payroll specialist in the Bronco Advising Center and University Advising department; handle sensitive and confidential personnel issues; research a wide range of employment and compensation issues and recommend action.
• Provide administrative support for recruitments and searches; inputting recruitments in PageUp recruitment system; updating job descriptions in JDXpert, train professional and support staff on search policies and procedures. Keep abreast of campus and system wide policies and procedures, collective bargaining agreements and pertinent federal and state laws.
• Provide onboarding and training to new employees, submit system access requests, submit technology requests, order onboarding supplies (such as business cards and name tags), and ensure staff information is updated on university directory.
• Serve as the timekeeper for the centralized advising unit and follow timekeeping/payroll processes to ensure accuracy and adherence to attendance policies. Maintain records of time off requests and support timekeeping for both professional and student staff (approximately 50-60 people). Maintain the department's timekeeping review, audit and approval process.
• Stay up to date with payroll announcements and monthly payroll pointers, attend payroll bi-monthly meetings, disseminate payroll updates to all employees to avoid delay in payments, salary overpayments, manual adjustments, and penalties.
• Function as the department’s primary liaison to Human Resources, Payroll Services, Risk Programs, Faculty Affairs, Diversity and Compliance Programs, ASI Human Resources and Foundation Financial Services.
• Responsible for securely retaining attendance records for a minimum of four years in the department, verifying employee leave credits, reviewing absence management entries, reporting any docks, leave of absences, separations and/or other personnel actions to ensure accurate payroll certification, reporting approved leave of absences on behalf of staff and confirming the appropriate administrator approves absence management entries by appropriate deadline.
• Maintain working knowledge of collective bargaining agreements, exempt vs. Non-exempt employees, accrual rates, leave of absences (COVID related sick leave, family care, bereavement, jury duty, paternal/maternal, medical leave, nonindustrial disability, catastrophic donation leave program, workers compensation, etc.)
• The incumbent will serve as the student timekeeper for student assistants/student success ambassadors under hired under the Bronco Advising Center. Primarily responsible for reviewing student time in collaboration with Leads/Supervisors and ensuring student employees report time to the appropriate job code, position number, job description and that the appropriate administrator approves payable time by appropriate deadline.
• Serve as a liaison between the department, Student Hires Team, Human Resources Customer Service Center, Payroll Services and Federal Work Study.
• Process Federal Work Study (FWS) Student Time Reports to the Federal Work Study Administrator by appropriate deadline for their review and approval of FWS hours as necessary.
• Run audit reports to ensure timesheets were processed correctly. Submit Adjustment Reports to Payroll Services if an adjustment is required to the student’s payable time.
• Student timekeeper assists with the student employee hiring process, coordinate with payroll services, verify that students meet the employment criteria by using the Student Assistant Employment Eligibility Report on Tableau; verify position numbers on Student Assistant Positions Report (HR Students); process Student Employment Authorization forms and Federal Work Study Employment Agreements; assist with contacting Budget Services to request a change or new position number or funding source change prior to pay being issued; assist with processing Low GPA hiring exception memos; report Tableau Report discrepancies to Payroll Services and IT; and notify students, leads/supervisors, and/or managers that student should not work until onboarded by Human Resources Customer Service Center.
• Run time administration/ audit reports such as Total Payable Time by Pay Period Report, Student HR Activity Report. Student Time Report for Federal Work Study student employees, etc.. and make changes as needed.
• Student timekeeper will also act as the manager delegate and notify Payroll Services of all end of employment notices: resignation, graduation, lack of funds, involuntary separation (must be initiated by HEERA manager), and separation by payroll.
• Timekeeper will assist with ensuring the department has an updated signature authorization form filed with Payroll Services.
• Assist with personnel processes (ex: routing time sheets, process resignations, etc...)

Budget Planning and Administration

• Assist Executive Director, Senior Associate Director, Associate Directors, program coordinators, and project staff in all phases of budget planning and administration to ensure the appropriate and efficient use of resources.
• Support the department’s leadership in their role as principal investigator of several projects and grants. Maintain approved department budgets and monitor the financial activity of budgets, contracts and grants reporting departments and funded projects.
• Oversee general fund accounts as well as a variety of non-state funded accounts; coordinate credit card and petty cash accounts; serve as the unit's purchasing agent; monitor allocations, review and approve expenditures which may require higher level signatures, track expenses and transfers, reconcile accounts by using the online PeopleSoft finance system and budget reports; and prepare spreadsheets and financial reports.
• Support monthly Procurement Card reconciliation for department users.
• Serve as a liaison to University Financial Services, Budget Office, Procurement and Support Services, ASI Budget Office, Foundation Financial Services (Grants and Contracts) and other offices.
• Prepare payment requests, expense reports, process procurement and service requests; maintain fiscal records, including budget forms, position status reports, vouchers, requisitions, purchase orders, and invoices.
• Analyze, summarize, and interpret information; evaluate processes; make recommendations to promote efficiencies, and audit readiness, and full compliance with applicable laws, policies, and regulations; and advise the department’s leadership and project staff of t budget issues, trends, irregularities, and corrective actions.
• Meet periodically with budget coordinators of departments reporting to department’s leadership to share information and ensure adherence to fiscal policies and procedures.

QUALIFICATIONS

• Combination - 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. OR
• 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.
• 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

Student services administrative experience.

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 (UNION) bargaining unit (UNIT). 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 $3,879 and maximum $7,488 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: Nov 05 2024 Pacific Standard Time
Applications close: Nov 19 2024 Pacific Standard Time

Closing Date/Time: