Type of Appointment: Full-Time, Probationary 

Job Classification: Confidential Administrative Support II 

Anticipated Hiring Range: $56,244 - $101,220 annually 

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

Recruitment Closing Date: November 7, 2025

 

THE DEPARTMENT:

Continuous Improvement and Audits strengthens the University’s governance, accountability, and operational performance by overseeing continuous improvement, project management, and internal audit functions. The unit leads strategic planning and major initiatives, establishes operational standards, and supports leadership in aligning divisional priorities with institutional goals. It also houses the Internal Audit function, providing independent assurance, coordinating external audits, conducting investigations, and advising on risk management and compliance. Together, these functions promote efficiency, transparency, and integrity in support of the University’s mission.

 

DUTIES AND RESPONSIBILITIES

Strategic Planning & Division-Wide Alignment

• Collaborate with the Executive Director and Operational Excellence Manager to develop and monitor progress on divisional strategic objectives.
• Track and analyze key performance indicators (KPIs) and prepare quarterly performance dashboards and reports.
• Facilitate strategic planning workshops, strategy alignment sessions, and implementation meetings with units and departments.

Project & Program Management

• Lead or co-lead divisional and cross-functional projects from initiation through execution, ensuring delivery within scope, time, and budget.
• Coordinate the work of project teams, manage project plans and deliverables, and oversee meeting facilitation, documentation, and stakeholder communications.
• Support teams in scoping new projects, developing implementation strategies, and managing interdependencies.

Organizational Effectiveness & Continuous Improvement

• Identify process inefficiencies and collaborate with units to redesign workflows for improved operational outcomes.
• Assist with conducting organizational assessments and facilitating improvement initiatives using tools like Lean, Six Sigma, or similar.
• Monitor, assess, and report on the effectiveness of change and improvement initiatives.

Divisional Website & Communication Oversight

• Assist in gathering, organizing, and updating content for divisional websites in collaboration with IT staff and designated content owners.
• Collect and synthesize user and stakeholder feedback to help identify opportunities for improving site usability and content clarity.
• Coordinate with technical staff and vendors to ensure that web updates are implemented correctly and in a timely manner.
• Support the drafting and formatting of internal communications, presentations, and reports for divisional leadership, ensuring alignment with established branding and messaging guidelines

Address the critical need to identify, inventory, and coordinate various Divisional policies and procedures:

• Review and analyze existing policies and procedures to ensure clarity, effectiveness, and efficiency, providing clear interpretation for divisional and campus staff.
• Identify and document gaps in Divisional operations, recommending revisions to support continuous improvement.
• Collaborate closely with departments to draft new policies and address identified gaps while maintaining an accurate inventory of existing Divisional policies, procedures, and work guidance.
• Verify that all documents are current and comply with regulatory and systemwide standards.
• Ensure organizational policies are organized, searchable, and archived in accordance with state, federal, and systemwide retention requirements.
• Publish approved policies in the policy and procedure repository and proactively manage the repository to ensure timely review and updates prior to each policy's due date.

Administrative Support

• Supplement office administrative support staff and performing miscellaneous job-related duties as needed, including but not limited to, providing front desk coverage, answering phone calls, addressing walk-in inquiries and other tasks assigned.

 

QUALIFICATIONS:

• Bachelor's Degree - Or equivalent from an accredited institution in accounting, business administration or a related field OR a combination of education and experience which provide the required knowledge
• Minimum 3–5 years of progressively responsible experience in project and program management, policy and procedure analysis, and organizational effectiveness, including experience with strategic planning, process improvement, and cross-functional collaboration. Experience preparing reports, dashboards, and communications for leadership, and coordinating initiatives across multiple units is required.
• Comprehensive knowledge of university infrastructure, divisional policies, procedures, and regulatory requirements, with the ability to interpret, apply, and maintain policies to ensure clarity, compliance, and alignment with institutional objectives.
• Strong organizational, analytical, and problem-solving skills, with demonstrated ability to manage multiple priorities, lead projects from initiation through execution, evaluate processes, identify inefficiencies, and recommend improvements that support continuous improvement.
• Proficiency with office systems, data analysis, project management, and document management tools, with the ability to prepare and present dashboards, reports, policies, and communications that support strategic planning and decision-making.
• Excellent written and verbal communication skills, including the ability to draft, edit, and deliver correspondence, reports, policies, presentations, and internal communications aligned with branding and messaging standards.
• Demonstrated collaboration and facilitation skills, with experience leading workshops, meetings, and cross-functional initiatives, and effectively engaging stakeholders at all levels, including senior leadership and external partners.
• Strong interpersonal and team-building abilities, contributing positively to a professional, collaborative, and service-oriented work environment, including providing administrative support when needed.

 

PREFERRED QUALIFICATIONS:

• Knowledge of conventions, standards, and best practices in policy development, process improvement, and project management methodologies (e.g., Lean, Six Sigma).
• Proficiency in synthesizing and presenting data to track performance metrics, support strategic planning, and evaluate outcomes.
• Proficiency in maintaining web content, drafting communications, and ensuring alignment with branding and messaging guidelines.
• Comfort working in a computer-based environment, with the ability to remain detail-oriented during extended periods of screen time.
• Advanced degree preferred (Juris Doctor or Master’s).
  
  
  

 

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 Confidentials bargaining unit C99 (Non Represented). 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 $4,687 and maximum $11,223 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.