Academic Planning and Advising Technology Coordinator

California State Polytechnic University-Pomona; Pomona (CA); On-site; USD 56,000 - 67,000; Full time

Job summary

California State Polytechnic University-Pomona is seeking an Academic Planning and Advising Technology Coordinator to lead e-advising tool implementation, training, and support for students and staff. The role focuses on CPP Connect, Academic Planner, Schedule Builder, and related platforms to improve student progress and success.

The position emphasizes collaboration with university advising centers, IT, and academics to ensure accurate data, effective campaigns, and scalable training programs

Qualifications

• Equivalent to graduation from a four-year college or university in a related field, with counseling techniques and advising responsibilities.
• Master’s degree may substitute for one year of experience; Doctorate may substitute for three years of experience.
• Knowledge of student services, advising practices, and campus resources is expected.

Responsibilities

• Provide comprehensive academic advising to undergraduate students using university policies and degree requirements.
• Assist students in understanding options, developing academic plans, and accessing interventions and resources.
• Collaborate with campus partners to coordinate advising technology usage, data reporting, and outreach campaigns.
• Deliver advising technology training and develop materials for students and staff.
• Stay current on best practices in advising technologies and campus student support.

Education

Bachelor’s degree or higher (Education requirement)

Master’s degree in Counseling/Clinical Psychology/Social Work or related field

Doctorate degree substituted for three years experience

Job description

Academic Planning and Advising Technology Coordinator

Job no: 562876

Work type: Staff

Location: Pomona

Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services, On-site (work in-person at business location)

Type of Appointment: Full-time, Probationary

Job Classification: Student Services Professional III

Anticipated Hiring Range: $5,540 per month

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

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.

DUTIES AND RESPONSIBILITIES

E-Advising Coordination and Support

• Coordinate the implementation, administration, functional support, and continuous improvement of the university’s e‑advising tools, including CPP Connect (EAB Navigate), Academic Planner, Schedule Builder, and other current and emerging advising technologies for students and staff.
• Serve as a primary functional resource and Help Desk escalation point for CPP Connect, Academic Planner, Schedule Builder, and related e‑advising tools.
• Review, analyze, troubleshoot, and document system issues and coordinate with campus IT, functional offices, and external vendors to resolve or appropriately elevate technical and functional concerns from students and staff.
• Provide academic planning advisement to students identified through e‑advising campaigns and strategic interventions, helping students interpret academic requirements, evaluate options, develop appropriate academic plans, and connect with additional resources as needed
• Collaborate with the appropriate campus partners responsible for Billy Chat to support the accuracy and effectiveness of advising‑related information provided through the platform. Assist with troubleshooting and validating advising‑related data feeds, identifying discrepancies or data issues, and coordinating with IT, functional offices, and vendors as appropriate to support resolution.
• Collaborate on reporting and data analysis related to advising communications, outreach, and campaigns conducted through CPP Connect, Billy Chat, and other student‑success technologies. Support the development of reports that help evaluate student engagement, campaign effectiveness, advising interventions, and opportunities for targeted outreach.
• Serve as a university‑level functional expert within the Office of Student Success for e‑advising technologies, providing consultation and support to University Advising, college advising centers, academic departments, and other advising and instructional units regarding the effective use of CPP Connect, Academic Planner, Schedule Builder, and related tools.
• Coordinate with colleges, academic departments, advising centers, and other campus partners on large‑scale advising interventions, campaigns, and communications to promote effective and consistent use of e‑advising tools in support of student success.
• Partner with OSS leadership, department chairs, curriculum stakeholders, and college advising teams to support the effective use of academic planning technologies. Coordinate the development, review, testing, and maintenance of Academic Planner requirements and degree plans to promote alignment with curriculum sheets, academic roadmaps, university requirements, and established advising practices.
• Assess the effectiveness and usability of e‑advising tools by regularly engaging advisors and other end users through meetings, surveys, focus groups, training sessions, and other feedback mechanisms. Identify system, process, and training needs and recommend enhancements that improve the advisor and student experience.
• Monitor utilization of e‑advising tools across colleges and departments and develop reports that identify adoption trends, opportunities for increased utilization, and the outcomes of technology‑supported advising interventions. Assist with the evaluation and assessment of e‑advising initiatives and make recommendations for continuous improvement.
• Research emerging practices and technologies in academic advising, academic planning, artificial intelligence, student communication, and digital student support.
• Develop and maintain documentation, training resources, business processes, and implementation guidance to support consistent and effective use of e‑advising technologies across the university.
• Maintain the flexibility to support students, advisors, and campus partners through multiple service modalities and work environments in accordance with university telecommuting requirements, Academic Affairs standards of excellence, and divisional values.
• Serve all students in various modalities.

Advising Technology and Advisor Training

• In partnership with the Senior Associate Director of Student Success Advising & Technology and Senior Coordinator of University Advising, support the planning, coordination, implementation, and continuous improvement of training and professional development related to advising technology platforms for students, advisors, faculty, staff, and other campus partners.
• Coordinate and implement a comprehensive, recurring advising technology training schedule that supports both new and experienced users, including students.
• Training may include CPP Connect (EAB Navigate), Academic Planner, Schedule Builder, system enhancements and new technology rollouts, reporting and analytics, advising campaigns, faculty‑specific workshops, and other current or emerging advising technologies.
• Develop and facilitate workshops, presentations, demonstrations, office hours, and other learning opportunities that strengthen student and campus partners’ knowledge and effective use of advising technologies. Adapt training content and delivery to address varying levels of experience, functional responsibilities, and emerging campus needs.
• Develop, maintain, and regularly update advising technology training materials, user guides, presentations, videos, frequently asked questions, and other resources to provide students and campus partners with accessible and consistent information regarding the effective use of advising technologies.
• Serve as lead for the e‑Advising Support Working Group and coordinate recurring meetings, workshops, trainings, and information‑sharing opportunities. Engage representatives from advising centers and other functional areas to identify technology needs, share best practices, communicate system updates, troubleshoot common challenges, and promote consistent practices across the university.
• Partner with Office of Student Success leadership, the Communication Specialist, University Advising staff, and other appropriate campus partners to review, maintain, and update advising‑related digital resources, including the CPP Connect website, Academic Planner and Schedule Builder student‑facing websites, Academic Advising Handbook, and other advising technology and training resources that students and staff can reference.
• Support change management and campus adoption associated with new advising technologies, system enhancements, and changes to existing processes. Coordinate communications, training, documentation, testing support, and implementation resources to help advisors and other end users successfully transition to new or enhanced functionality.
• Gather and evaluate feedback from students, advisors, faculty, staff, and other campus partners regarding training effectiveness, technology usability, and professional development needs. Use feedback, participation data, system utilization, and other available information to recommend improvements to future training and support strategies.
• Support the Senior Coordinator of University Advising and Office of Student Success in the planning and implementation of major university‑wide advising professional development and recognition initiatives, including Day of the Advisor and the Outstanding Advisor Awards, as well as other programs that promote advising excellence, collaboration, and professional learning across the university.
• Remain current on emerging advising technologies, system functionality, and effective training practices and incorporate relevant developments into professional development opportunities, resources, and recommendations for the campus advising community.

Advising and Student Support

• Provide comprehensive academic advising to undergraduate students using knowledge of university academic policies, procedures, curriculum requirements, advising practices, and student support resources to assist students in making informed decisions and progressing toward their educational goals.
• Advise students with a range of academic needs, including students experiencing complex academic circumstances. Assist students in understanding their options, developing appropriate academic plans, identifying potential barriers to progress, and connecting with resources and interventions that support persistence and degree completion.
• Assist students in effectively utilizing advising and academic planning technologies, including CPP Connect, Academic Planner, Schedule Builder, and other university systems, to understand degree requirements, develop academic plans, prepare for registration, and make informed academic decisions.
• Collaborate with campus partners, including units within the Office of Student Success, college advising centers, Student Support & Equity Programs, the Learning Resource Center, Athletics, the International Center, academic departments, and other student support offices to coordinate resources and interventions that address students’ academic and developmental needs.

Advising Community Collaboration

• Serve as an active and engaged member of the university‑wide academic advising community, building collaborative relationships with professional and faculty advisors, advising leadership, and other campus partners to support consistent, coordinated, and student‑centered advising practices across the university.
• Regularly participate in the Academic Advisor Council, including meetings, trainings, webinars, workshops, and other professional learning opportunities. Contribute advising technology expertise, share relevant system updates and best practices, and gather feedback from the advising community to inform technology support, training, and continuous improvement efforts.
• Participate in university advising committees, working groups, and special initiatives as appropriate, including University Advising professional development activities and other collaborative efforts focused on strengthening advising practices, services, technology, and the overall student advising experience.
• Collaborate with advisors and advising leaders across colleges and departments to identify student and staff common needs, emerging challenges, and opportunities for greater consistency and coordination in the use of advising technologies and related practices.

QUALIFICATIONS

• Equivalent to graduation from a four‑year college or university in a related field, including or supplemented by upper division or graduate coursework in counseling techniques, interviewing, and conflict resolution where such are job‑related. and
• Possession of these knowledge and abilities is typically demonstrated through the equivalent of three years of progressively responsible professional student services work experience. One year in the program area to which assigned may be preferred but is not required. A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience. A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling. and
• Thorough knowledge of the principles of individual