Qureos Mentor

California State Polytechnic University Pomona

<div><div>Job no: 556138 
Work type: Staff 
Location: Pomona 
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location) 
</div><div>Type of Appointment: Full Time, Probationary 
 
Job Classification: Executive Assistant I 
 
Anticipated Hiring Range: $4,799 to $5,093 per month 
 
Work Schedule: Monday - Friday 8:00 am - 5:00 pm 
 
THE DEPARTMENT: 
 
The office of the Provost and Vice President for Academic Affairs has responsibility for the management of the academic enterprise of the University with over 1,400 full-time and part-time faculty and a staff of 450, who collectively serve a student population of over 26,000. The student population is served through several areas in central Academic Affairs and ten colleges. Areas in central Academic Affairs include: (1) Office of Student Success (University Advising, Academic Engagement &amp; Success, Learning Resource Center); (2) Academic Programs (Undergraduate Studies, Graduate Studies, Assessment &amp; Program Review); (3) Faculty Affairs (Academic Personnel, Center for the Advancement of Faculty Excellence; and Reserve Officers' Training Corps); (4) Enrollment Management and Services (Student Systems &amp; Operations, Admissions, Financial Aid and Scholarships, Registrar's Office, TRIO Pre-College Programs); (5) Research and Innovation (Research and Sponsored Programs, Research Compliance, Centers and Institutes, Animal Care Facility); (6) Academic Resources (Financial Resources, Space Planning); (7) Academic Planning (Scheduling, Academic Senate); (8) Academic Innovation (Kellogg Honors College, Student Innovation Idea Labs, Career Center Office of Undergraduate Research, Center for Community Engagement); as well as responsibilities for Technology, and Web Development. The ten colleges are (1) Don B. Huntley College of Agriculture; (2) College of Business Administration; (3) College of Education and Integrative Studies; (4) College of Engineering; (5) College of Environmental Design; (6) Collins College of Hospitality Management; (7) College of Letters, Arts, and Social Sciences; (8) College of Science; (9) University Library; and (10) College of Professional &amp; Global Education. 
 
DUTIES AND RESPONSIBILITIES:

Executive and Office Administrative Support
<ul>
<li>Coordinate and maintain executive calendars for the Chief of Staff and provide scheduling support for the Provost as directed.</li>
<li>Schedule meetings, initiate calendar invitations, confirm logistics, and prepare draft agendas and meeting materials.</li>
<li>Arrange travel logistics including registration, transportation, and lodging in accordance with University procedures.</li>
<li>Prepare routine correspondence, reports, and presentations for review and approval.</li>
<li>Monitor incoming communications to the Provost&rsquo;s Office and route or respond appropriately.</li>
<li>Schedule golf cart for required maintenance and collaborate with colleges to schedule the use of the golf cart, ensure that person reserving the golf cart is an approved driver.</li>
<li>Arrange for name tags and awards as needed.</li>
<li>Reconcile purchasing card and travel expenses for the Provost&rsquo;s Office in compliance with University guidelines.</li>
<li>Assist with non-confidential aspects of MPP searches and divisional processes (e.g., logistics coordination, candidate visit scheduling).</li>
<li>Support divisional leadership meetings by preparing materials and coordinating follow-up items.</li>
<li>Provide support to the Chief of Staff (for non-confidential administrative support) including scheduling meetings and triaging walk-ins to the office.</li>
</ul>
Primary Point of Contact &amp; Front Office Operations:
<ul>
<li>Serve as the first point of contact for visitors, faculty, staff, students, and external partners contacting the Provost&rsquo;s Office.</li>
<li>Provide accurate information regarding Academic Affairs policies and procedures and route inquiries appropriately.</li>
<li>Manage incoming phone calls, emails, and walk-ins with professionalism and discretion.</li>
<li>Maintain the Provost&rsquo;s Office conference room scheduling via 25Live and approve internal reservations.</li>
<li>Oversee front office operations, including office supplies, service requests, IT coordination, and equipment maintenance.</li>
<li>Develop and maintain standard operating procedures (SOPs) for front desk and executive assistant functions.</li>
</ul>
Administrative &amp; Operational Coordination:
<ul>
<li>Process expense reports, invoices, travel documentation, and financial transactions in accordance with CSU and University policies.</li>
<li>Serve as a resource to divisional administrative staff regarding travel submissions and ServiceNow workflow tracking.</li>
<li>Assist with onboarding new MPPs, coordinate with appropriate staff for ordering computers, keys, and new processes.</li>
<li>Assist and back-up for review and upload travel documentation and ensure completeness prior to executive review.</li>
<li>Assist with maintaining Academic Affairs web content and ensure periodic review of web materials for accuracy.</li>
<li>Maintain shared electronic filing systems and records management processes.</li>
<li>Collaborate with college and divisional administrative staff to improve administrative workflows and communication processes.</li>
</ul>
Event and Program Coordination:
<ul>
<li>Coordinate logistics for meetings and events hosted by the Provost&rsquo;s Office, including catering, RSVP tracking (Eventbrite), parking, signage, and materials.</li>
<li>Support the Provost&rsquo;s Awards for Excellence process, including coordinating application tracking, assisting with committee logistics, and supporting the annual symposium event. Accountable for the workflow and tracking priorities. Assists the chair with meetings, coordinating the nominees, and tracking nominee applications. Coordinates the annual Provost's Awards Symposium. Collaborates with StratComm and Media Vision for announcements and recording the awardees. Collaborate with Academic Affairs Forum committee for award presentations.</li>
<li>Arrange conference room setups and coordinate audiovisual needs as required.</li>
</ul>
Coordinate meetings and events hosted by the Provost's Office.
<ul>
<li>Create Eventbrite and RSVP lists.</li>
<li>Order catering</li>
<li>Arrange for parking.</li>
<li>Assist with creating flyers, decorations, signage, etc.</li>
<li>Assist with check-in for registered participants.</li>
</ul>
Lead Work Direction &amp; Backup Support
<ul>
<li>Also assists with regular office duties including, but not limited to: Provide lead work direction and training to 1&ndash;2 student assistants.</li>
<li>Serve as backup to the Administrative Analyst/Specialist for divisional travel coordination and related administrative functions.</li>
<li>Assist in updating organizational charts, web content, and internal documentation as directed.</li>
<li>Assist with office projects and special assignments as directed.</li>
</ul>
QUALIFICATIONS:
<ul>
<li>Combination - Equivalent to a bachelor&rsquo;s degree in a related field. Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.</li>
<li>Valid driver's license and insurance</li>
<li>Working knowledge of general administrative practices, programs, and methodologies.</li>
<li>General knowledge of business administration.</li>
<li>Skill in following guidelines and providing input and feedback.</li>
<li>Strong organizational and time management skills to plan, organize, and prioritize work.</li>
<li>Analytical skills to collect, analyze, and summarize data and metrics.</li>
<li>Strong communication and interpersonal skills.</li>
<li>Excellent attention to detail and accuracy.</li>
<li>Skilled in leading, training, and mentoring administrative staff, student employees, and volunteers.</li>
<li>Proficiency in current word processing, spreadsheet, and relevant software applications.</li>
<li>Ability to handle confidential and sensitive information with discretion and maintain strict confidentiality.</li>
<li>Ability to work independently and as part of a team and build relationships with diverse stakeholders.</li>
<li>Flexibility to adapt to changing priorities and deadlines</li></ul> 
 
PREFERRED QUALIFICATIONS:
<ul>
<li>Bachelor's degree in related field and/or three years of upper-level administrative office duties.</li>
<li>Experience in administrative support, executive office operations, or a related field that demonstrates the knowledge, skills, and abilities listed above is desirable</li>
<li>Strong analytical skills or ability to develop them.</li>
<li>Ability to understand problems from a broad perspective and anticipate the impact.</li>
<li>Independent work capability.</li>
<li>Proficiency in managing multiple work priorities and projects.</li>
<li>Skill in troubleshooting office administration problems and responding to inquiries and requests.</li>
<li>Knowledge and understanding of CPP policies and procedures.</li>
<li>Thorough knowledge of executive-level office procedures.</li>
<li>Strong writing and editing skills.</li>
<li>Flexibility to react to changing priorities without notice.</li></ul> 
 
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&rsquo;s mission is to prepare educated, responsible individuals to contribute to California&rsquo;s schools, economy, culture, and future. As an agency of the State of California, the CSU&rsquo;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&rsquo;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.

Education Code 89521 Requirement

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant&rsquo;s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range 
 
This position is part of the 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 the I-9 Acceptable Documents website. 
 
University Driving Requirement 
 
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&rsquo;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 &amp; Fire Safety 
 
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona&rsquo;s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona&rsquo;s Annual Security Report and Cal Poly Pomona&rsquo;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 
 
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&rsquo;s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU&rsquo;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. 
 
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans&rsquo; Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings. 
 
Other Notices 
</div>
Advertised: March 18, 2026 (9:00 AM) Pacific Daylight Time 
Applications close: April 01, 2026 (11:55 PM) Pacific Daylight Time</div>

Provost's Office Executive Assistant

<div><div>Job no: 556163 
Work type: Staff 
Location: Pomona 
Categories: Confidential, Administrative, At-Will, Full Time, On-site (work in-person at business location) 
</div><div>Type of Appointment: Full Time, At-Will 
 
Job Classification: Confidential Administrative Support II 
 
Anticipated Hiring Range: $4,261 - $7,167 per month 
 
Work Schedule: Monday - Friday 8:00 am - 5:00 pm 
 
THE DEPARTMENT: 
 
The office of the Provost and Vice President for Academic Affairs has responsibility for the management of the academic enterprise of the University with over 1,400 full-time and part-time faculty and a staff of 450, who collectively serve a student population of over 26,000. The student population is served through several areas in central Academic Affairs and ten colleges. Areas in central Academic Affairs include: (1) Office of Student Success (University Advising, Academic Engagement &amp; Success, Learning Resource Center); (2) Academic Programs (Undergraduate Studies, Graduate Studies, Assessment &amp; Program Review); (3) Faculty Affairs (Academic Personnel, Center for the Advancement of Faculty Excellence; and Reserve Officers' Training Corps); (4) Enrollment Management and Services (Student Systems &amp; Operations, Admissions, Financial Aid and Scholarships, Registrar's Office, TRIO Pre-College Programs); (5) Research and Innovation (Research and Sponsored Programs, Research Compliance, Centers and Institutes, Animal Care Facility); (6) Academic Resources (Financial Resources, Space Planning); (7) Academic Planning (Scheduling, Academic Senate); (8) Academic Innovation (Kellogg Honors College, Student Innovation Idea Labs, Career Center Office of Undergraduate Research, Center for Community Engagement); as well as responsibilities for Technology, and Web Development. The ten colleges are (1) Don B. Huntley College of Agriculture; (2) College of Business Administration; (3) College of Education and Integrative Studies; (4) College of Engineering; (5) College of Environmental Design; (6) Collins College of Hospitality Management; (7) College of Letters, Arts, and Social Sciences; (8) College of Science; (9) University Library; and (10) College of Professional &amp; Global Education. 
 
DUTIES AND RESPONSIBILITIES:

Executive Calendar and Schedule Management
<ul>
<li>Manage and maintain the Provost&rsquo;s complex and frequently changing calendar, including internal and external meetings, campus events, CSU system engagements, and community commitments.</li>
<li>Exercise independent judgment in prioritizing requests for the Provost&rsquo;s time; evaluate competing demands and make recommendations consistent with divisional and university priorities.</li>
<li>Coordinate meeting logistics, including scheduling participants, securing meeting space, arranging virtual platforms, and preparing detailed calendar entries with background materials and objectives.</li>
<li>Prepare and distribute daily and weekly briefing summaries to ensure the Provost is fully apprised of upcoming meetings, materials, and follow-up items.</li>
<li>Anticipate scheduling conflicts and proactively resolve issues.</li>
<li>Track commitments and ensure timely follow-up on action items.</li>
<li>Keep the Provost advised of time-sensitive and priority issues, ensuring appropriate follow-up.</li>
</ul>
Executive Administrative Support to the Provost
<ul>
<li>Prepare, edit, and proofread correspondence, briefing documents, presentations, and reports on behalf of the Provost.</li>
<li>Review incoming correspondence and requests; determine appropriate routing, response, or escalation.</li>
<li>Coordinate and prepare materials for recurring meetings (e.g., Provost&rsquo;s Council, one-on-ones, cabinet-level meetings, system meetings). 1:1 meetings with the President, VPs, AVPs and Deans</li>
<li>Track follow-up and action items for Provost</li>
<li>Maintain confidential files and records, including personnel-related documentation and executive communications.</li>
<li>Provide support to the Provost related to the annual evaluation process for direct reports.</li>
<li>Provide support to the Provost related to the RTP process for faculty.</li>
<li>Monitor deadlines for reports, evaluations, and required submissions to ensure compliance and timely completion.</li>
<li>Provide support for absence management documentation and required executive reporting.</li>
<li>Screen calls with professionalism and diplomacy.</li>
<li>Manage Provost&rsquo;s travel plans and accommodations, utilizing independent judgment for details, including decisions on registration, hotel, and flight arrangements, as well as assist with changes during travel.</li>
<li>Reconcile and submit monthly purchasing and travel credit card statements for the Provost.</li>
<li>Assist with coordination and planning of Provost&rsquo;s retreats and Academic Affairs Forum.</li>
</ul>
Liaison and Relationship Management
<ul>
<li>Serve as a point of contact between the Provost&rsquo;s Office and deans, associate vice presidents, faculty leaders, the President&rsquo;s Office, other vice-presidential offices, and the Chancellor&rsquo;s Office.</li>
<li>Facilitate communication flow between the Provost and internal and external constituents.</li>
<li>Coordinate information gathering and briefings from colleges and central units to support Provost decision-making.</li>
<li>Represent the Provost&rsquo;s Office in meetings of executive assistants and administrative leads to ensure alignment and information sharing.</li>
</ul>
Confidential and Sensitive Matters
<ul>
<li>Handle confidential information related to personnel matters, collective bargaining, grievances, and organizational changes.</li>
<li>Maintain strict confidentiality in accordance with HEERA guidelines and University policies.</li>
<li>Exercise discretion in communications that may impact labor relations or executive decision-making.</li>
</ul>
Meeting and Event Coordination
<ul>
<li>Coordinate logistics for high-level meetings, retreats, and special events hosted by the Provost&rsquo;s Office.</li>
<li>Prepare agendas, compile and distribute materials, record action items, and monitor follow-up.</li>
<li>Support campus visits for external stakeholders and executive candidates as needed.</li>
<li>Ensure meetings are efficiently organized and aligned with stated objectives.</li>
</ul>
Operational and Administrative Support
<ul>
<li>Maintain organized electronic and physical filing systems for the Provost&rsquo;s Office.</li>
<li>Provide backup support to other senior administrative staff in Academic Affairs as needed.</li>
<li>Participate in process improvement efforts to enhance efficiency and service delivery.</li>
</ul>
QUALIFICATIONS:
<ul>
<li>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</li>
<li>Four (4) years of related experience.</li>
<li>Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.</li>
<li>Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.</li></ul> 
 
PREFERRED QUALIFICATIONS:
<ul>
<li>Anticipating issues and proactively resolving scheduling and operational conflicts.</li>
<li>Three or more years in higher education support a senior leadership role.</li></ul> 
 
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&rsquo;s mission is to prepare educated, responsible individuals to contribute to California&rsquo;s schools, economy, culture, and future. As an agency of the State of California, the CSU&rsquo;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&rsquo;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.

Education Code 89521 Requirement

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant&rsquo;s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range 
 
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 $4,261 and maximum $8,166 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. 
 
University Driving Requirement 
 
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&rsquo;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 &amp; Fire Safety 
 
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona&rsquo;s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona&rsquo;s Annual Security Report and Cal Poly Pomona&rsquo;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 
 
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&rsquo;s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU&rsquo;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. 
 
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans&rsquo; Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings. 
 
Other Notices 
</div>
Advertised: March 17, 2026 (9:00 AM) Pacific Daylight Time 
Applications close: March 31, 2026 (11:55 PM) Pacific Daylight Time</div>

Executive Assistant to the Provost

<div><div>Job no: 556156 
Work type: Management (MPP) 
Location: Pomona 
Categories: MPP, Administrative, At-Will, Full Time 
</div><div>Type of Appointment: Full-Time, At Will

Job Classification: Administrator II

Anticipated Hiring Range: $114,000 - $130,008 annually (Commensurate with qualifications and experience)

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

Recruitment Closing Date: March 31, 2026 


THE DEPARTMENT: 
 
The President is the Chief Executive Officer of the University and is responsible for all operational and strategic aspects of 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 fund raising, etc. The Director of Budget and Administrative Operations supports the Deputy Chief of Staff, Vice President/Chief of Staff for People, Culture, and Institutional Affairs (PCIA), and the University President. 

DUTIES AND RESPONSIBILITIES:

Executive Support
<ul>
<li>In partnership with the Deputy Chief of Staff, provides high-level support to the President and Vice President/Chief of Staff, exercising sound judgment, discretion, and initiative.</li>
<li>Drafts, reviews, and finalizes confidential correspondence, reports, agreements, and briefing materials for executive review and signature; prepares materials for meetings and engagements.</li>
<li>Serves as liaison for Chancellor&rsquo;s Office correspondence, ensuring timely coordination and submission of required reports and institutional responses.</li>
<li>Researches and resolves sensitive issues directed to the President, determining appropriate action in collaboration with Vice President/Chief of Staff and Deputy Chief of Staff.</li>
<li>Facilitates communication between the President&rsquo;s Office and campus leadership, maintaining professionalism, credibility, and strong stakeholder relationships. Maintain exceptional professionalism and discretion when engaging with both internal and external stakeholders.</li>
<li>In coordination with the Deputy Chief of Staff, oversee operations of the President&rsquo;s residence (Manor House), including event logistics, scheduling, vendor coordination, and tracking of maintenance and related activities.</li>
</ul>
Operational and Human Resource Management
<ul>
<li>Directs and provides leadership to administrative/confidential staff, and student assistants; assigns work, sets priorities, and ensures high-quality service delivery.</li>
<li>Manages core administrative operations, including budget tracking, correspondence, event logistics, mail, office coverage, travel, and monitoring of Chancellor&rsquo;s Office and internal deadlines.</li>
<li>Oversee confidential HR actions for units reporting to the President&rsquo;s Office and PCIA, including recruitments, reassignments, reclassifications, performance evaluations, and compliance with policies and timelines.</li>
<li>Partner with EODA/HR Operations to coordinate recruitments, confirm position authorization, and approve resource allocations for positions reporting directly to the President's Office and PCIA.</li>
<li>Interprets and applies of university policies, procedures, Presidential and Chancellor&rsquo;s Office directives, CSU regulations, and relevant laws; supports delegations of authority and ensures compliance.</li>
</ul>
Fiscal/Position Management, Budget Oversight, and Reporting
<ul>
<li>In partnership with the Deputy Chief of Staff, advises the President and Vice President/Chief of Staff on divisional budget strategy, long-range financial planning, staffing models, and resource allocation to align with institutional priorities and fiscal sustainability.</li>
<li>Supports the development and management of annual operating, capital, and one-time budgets for the President&rsquo;s Office and PCIA; monitors expenditures and provides strategic financial analysis and recommendations.</li>
<li>Oversees position control, salary and benefits forecasting, and workforce planning to ensure alignment with available resources.</li>
<li>Reviews and processes personnel and position budget actions, providing strategic analysis on new positions, reclassifications, compensation adjustments, and stipends.</li>
<li>Administers multiple funding sources (state, enterprise, philanthropic) ensuring compliance, appropriate stewardship, and accurate fiscal processing, including budget transfers, position funding changes, procurement and payment processing, and maintenance of official financial records.</li>
<li>Identifies and resolves budget discrepancies; communicates fiscal risks and mitigation strategies to executive leadership.</li>
<li>Prepares quarterly and annual financial reports, dashboards, and executive summaries, translating complex data into actionable insights.</li>
<li>Utilizes enterprise financial systems (e.g., PeopleSoft Finance, Tableau, Questica) to conduct analysis, ensure accurate reporting and optimize processes. Provide training and guidance to the President&rsquo;s Office and PCIA budget staff.</li>
<li>Exercises delegated signature authority for state, enterprise, and philanthropic accounts.</li>
<li>Oversee the development, implementation, and updating of the President&rsquo;s Office/PCIA business continuity plan.</li></ul> 


QUALIFICATIONS:
<ul>
<li>Bachelor's Degree - from an accredited institution in accounting, finance, economics, business administration, or related field.</li>
<li>Driver's License, Valid and in State</li>
<li>Five (5) years of progressively responsible analytical and fiscal management experience in higher education or a similarly complex organization. Higher education experience is strongly preferred.</li>
<li>Demonstrates comprehensive knowledge acquired through education, training, and progressive work experience, evidencing competence in independently exercising judgment, resolving a broad spectrum of challenges, devising practical and well-considered solutions, and utilizing effective communication and active listening skills. Thorough understanding of budgeting and accounting principles and practices; adept at data analysis and projection-making through business mathematics and foundational statistical methodologies. Exhibits strong analytical skills for researching, synthesizing, and summarizing complex and technical information. Displays exceptional organizational and time management abilities, allowing for independent prioritization of workload, adherence to deadlines, management of multiple tasks, and delivery of assignments with a high degree of accuracy and attention to detail. Demonstrates excellent interpersonal skills in interacting with individuals from diverse backgrounds and building relationships with stakeholders across various organizational levels. Excellent written communication and proofreading skills, employing a variety of strategies. Strong problem-solving capabilities, using insight, discretion, and diplomacy to achieve positive results. Possesses political acumen and highly developed communication skills for effective performance in an executive-level office environment. Capable of making independent decisions and exercising sound judgment. A proactive, forward-thinking professional who seeks opportunities and proposes solutions, with extensive knowledge of university policies and procedures.</li></ul> 
 
PREFERRED QUALIFICATIONS:
<ul>
<li>Experience directly supporting executive-level leaders, preferably in a higher education environment.</li>
<li>Experience with HR functions, fiscal oversight and management.</li>
<li>Experience with foundation and donor relations, or other philanthropic activities.</li>
<li>Experience with events management and coordination.</li></ul> 


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&rsquo;s mission is to prepare educated, responsible individuals to contribute to California&rsquo;s schools, economy, culture, and future. As an agency of the State of California, the CSU&rsquo;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&rsquo;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 Management Personnel Plan (MPP) bargaining unit M80. 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 $5,053 and maximum $16,221 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&rsquo;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. 


Conflict of Interest

This position is a &ldquo;designated position&rdquo; in the California State University&rsquo;s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the CSU's Conflict of Interest Policy. 


Outside Employment Disclosure

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager&rsquo;s request. For more information, go to the Outside Employment Disclosure Policy. 


Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a &ldquo;mandated reporter&rdquo; 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. See policy at the Child Abuse/Neglect Reporting policy. 


Security &amp; 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&rsquo;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&rsquo;s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU&rsquo;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.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans&rsquo; Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings. 


Other Notices 

</div>
Advertised: March 17, 2026 (9:00 AM) Pacific Daylight Time 
Applications close: March 31, 2026 (11:55 PM) Pacific Daylight Time</div>

Director, Budget and Administrative Operations

Join California State Polytechnic University Pomona and explore 3   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

California State Polytechnic University Pomona

About Company

Provost's Office Executive Assistant

Executive Assistant to the Provost

Director, Budget and Administrative Operations