Admissions Operations Support Analyst

Cal Poly Pomona; Pomona (CA); On-site; USD 54,000 - 78,000; Full time

Job summary

Cal Poly Pomona is seeking an Admissions Operations Support Analyst in Pomona to support undergraduate and graduate admissions, review applicant data, and coordinate processing workflows. The role requires strong attention to data accuracy and customer service, with duties spanning data entry, eligibility checks, and handling inquiries.

The position is full-time, on-site, with a typical 8am–5pm schedule, and falls under CSUEU Unit 9.

Qualifications

• Bachelor's Degree or equivalent training/experience in administrative fields.
• Ability to learn, interpret, and apply policies.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Familiarity with data entry, records maintenance, and data reconciliation.

Responsibilities

• Process admissions documents and maintain accurate applicant records.
• Coordinate applications for admission decisions and review eligibility information.
• Support front-facing Admissions desk and assist visitors as needed.
• Respond to inquiries about the application process and admissions status.
• Collaborate with Admissions, IT, and campus partners to resolve data issues.

Skills

Customer service

Communication

Multitasking

Data accuracy

Education

Bachelor's degree

Equivalent training/experience

Tools

PeopleSoft

Slate

Bronco Applicant Portal

Microsoft Outlook

Excel

Job description

Admissions Operations Support Analyst

Job No: 561290

Work Type: Staff

Location: Pomona

Categories: Unit 9 - CSUEU - Technical Support Services,Administrative, Probationary, Full Time, On-site (work in-person atbusiness location)

Type of Appointment: Full-time, Probationary

Job Classification: Admin Analyst/SpecialistNE

Anticipated Hiring Range: $4,799 maximum

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

THE DEPARTMENT

The Office of Admissions is an organizational unit of the Divisionof Enrollment Management, which strives for excellence through astudent-centered philosophy. The division has adopted a set ofvalues that every Enrollment Management staff member is responsiblefor promoting. In addition to a student-centered philosophy, thesevalues are: integrity, interconnectedness, passion, quality, andrichness of diversity. In performing the duties assigned to thisposition, all staff members are expected to consistentlydemonstrate attitudes and behaviors that are in keeping with thesedivisional values. The Office of Admissions is responsible for theadmission activities for international and out-of-state prospectiveundergraduate and graduate students as well as the admissionactivities for all undergraduate and graduate students, in additionto transfer credit for new entering transfer students. The Officeis meeting the goals of the University by promoting the image ofthe University, its programs and uniqueness both domestically andinternationally. The Office is also charged with assisting with thesetting and meeting of the enrollment goals of the University viastrategically reviewing trends, needs and capacity issues; planningwith Deans and senior management; developing relationships with thecampus and external communities; providing timely, accurate andcomprehensive services to students and the campus throughout therecruitment, admission and enrollment processes. The Office isresponsible for compliance with federal, state, CSU system andUniversity requirements and the timely and accurate disseminationof information to students, parents, campus constituents, the CSUChancellor's Office, and the external community. Applicationprocessing, eligibility determination, counseling, reporting andenrollment planning are primary functions of this office. TheOffice of Admissions is housed within the Division of EnrollmentManagement and reports to the Vice President for EnrollmentManagement. The Office plays a leadership role in enrollmentmanagement and planning, in conjunction with other campusconstituents.

DUTIES AND RESPONSIBILITIES

ADMISSIONS OPERATIONS & TECHNICAL SUPPORT

• A thorough understanding of freshman, transfer, and graduateadmission requirements, including GPA and unit calculations, A-Gsubject areas, and Golden Four Coursework, test scores, andtranscript requirements.
• Provides comprehensive operational assistance for undergraduateand graduate admissions, including, but not limited to, coordinating applicant review workflows, monitoring applicationprogress, identifying outstanding or incomplete items, resolvingprocessing issues, and ensuring applications are processedaccurately and timely in accordance with CSU, university, andapplicable program admissions policies and procedures.
• Coordinates the preparation of applications for admissiondecisions, including, but not limited to, reviewing applicanteligibility and application information, identifying complex,exceptional, or non-routine cases, researching discrepancies, andfacilitating manual review and evaluation processes as needed toensure accurate and timely admission decisions.
• Maintains the accuracy, completeness, and integrity ofapplicant and admissions records, including, but not limited to,updating and correcting applicant data, researching and resolvingrecord discrepancies, performing data cleanup and reconciliation,and utilizing PeopleSoft, queries, reports, and other admissionssystems to monitor records and identify data or processing issuesrequiring corrective action.
• Performs and coordinates admissions processing for specializedapplicant populations and unique admission scenarios, including,but not limited to, Dual Enrollment, Young Scholars, and otherspecial programs.
• Responsibilities include reviewing applicant information,manually creating applications and associated records, resolvingapplication and processing issues, and ensuring applicable CSU,university, and program requirements are appropriatelyapplied.
• Performs specialized admissions processing, data review, and reconciliation activities, including, but not limited to, AssociateDegree for Transfer (ADT) cleanup, ERS processing, transferpathways, and related admissions functions. Reviews and validatesapplicant and academic data, researches discrepancies, identifiesprocessing issues, and takes appropriate corrective action inaccordance with established policies and procedures.
• Coordinates student conduct-related admissions processing,including, but not limited to, reviewing applicant records forrequired conduct information, checking existing student conductprofiles, creating profiles when necessary, updating andmaintaining applicable information, and facilitating theavailability of accurate student conduct information for admissionsreview and processing.
• Performs admissions document processing activities, including,but not limited to, maintaining transcript and academic documentdata, updating applicant records, researching missing orinconsistent information, reconciling transcript-related data, andensuring required documents and academic information are complete,accurate, and available to facilitate application evaluation andadmissions processing.
• Collaborates with Admissions staff, academic departments,Information Technology, and other campus partners, including, butnot limited to, researching and resolving applicant, data, andsystem-related issues; coordinating specialized processing needs;participating in system testing and enhancements; and facilitatingsolutions that promote accurate, consistent, and timely admissionsoperations.
• Assists in evaluating admissions workflows, procedures, andbusiness processes, including, but not limited to, identifyingrecurring processing or data issues, recommending operationalimprovements, documenting procedures, participating in theimplementation of process or system enhancements, and contributingto improvements in operational efficiency, data quality,consistency, and service to prospective students.

OFFICE OF ADMISSIONS SUPPORT

• Participates in all Office of Admissions, EnrollmentManagement, and divisional staff development and staff meetings,and attends major department events that promote the University(e.g., Fall Preview Day and Spring Open House). Conducts testing ofadmission systems and modifications (e.g. Cal State Applyapplication, Bronco Applicant Portal (Slate), Peoplesoft processes,etc.).
• Adheres to laws and policies established in regard to computerdata, records, accounting, and personnel by the California StateUniversity, Cal Poly Pomona, and the Office of Admissions to showsensitivity and appropriate conduct as a University employee.
• Adheres to and properly advises prospective and admittedstudents regarding CSU residency policies.
• Performs administrative and programmatic duties asassigned.
• Including but not limited to providing generalist support atthe department service desk, on telephones, and via other virtualplatforms.
• Responds to inquiries regarding the application process,admission status, CSU eligibility, required documents, admissionappeal process, etc.
• Incumbent will perform customer service duties and support thefront-facing counter of Admissions on a rotation/as needed basis asdetermined by the department management and leads and is based onoperational needs. Able to solve visitor inquiries such asinterpretation of student portal checklists, service indicators,admissions statuses, enrollment appointments, etc.
• Maintains a broad understanding of the admission,matriculation, mandatory orientation, and various enrollmentpolicies. To ensure compliance and maintain the integrity ofapplicant and student records, staff members are strictlyprohibited from making unauthorized changes without explicit HEERApermission.

QUALIFICATIONS

• Bachelor's Degree - AND/OR the equivalent training andadministrative work experience involving study, analysis, and/orevaluation leading to the development or improvement ofadministrative policies, procedures, practices, or programs.and
• Equivalent training and administrative work experience of oneyear involving study, analysis, and/or evaluation leading to thedevelopment or improvement of administrative policies, procedures,practices, or programs.
• Working knowledge of general practices, program, and/oradministrative specialty.
• Basic knowledge of and ability to apply fundamentalconcepts.
• Working knowledge of budget policies and procedures.
• Ability to learn, interpret, and apply a wide variety ofpolicies and procedures relating to and impacting the applicableprogram, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research andstatistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections usingbusiness mathematics and basic statistical techniques.
• Ability to organize and plan work and projects, includinghandling multiple priorities.
• Ability to make independent decisions and exercise soundjudgment.
• Ability to compile, write, and present reports related to theprogram or administrative specialty.
• Demonstrated ability to establish and maintain effectiveworking relationships within and outside the work group and serveas a liaison for the organizational unit.

PREFERRED QUALIFICATIONS

• Bachelor's degree preferred.
• Familiarity with California community college courses.
• Strong oral communication and interpersonal skills.
• Ability to understand problems from a broad perspective andanticipate the impact.
• Ability to work independently.
• Ability to handle multiple work priorities and projects.
• Ability to use judgment and discretion to act when precedentsdo not exist.
• Knowledge and understanding of CPP policies andprocedures.
• Strong customer service.
• Skilled in desktop computing specifically Microsoft OutlookSuite.
• Ability to use campus resources to acquire neededinformation

Out of State Work

The California State University (CSU) system is a network oftwenty-three public universities providing access to a qualityeducation through the support of California taxpayers. Part ofCSU's mission is to prepare educated, responsible individuals tocontribute to California's schools, economy, culture, and future.As an agency of the State of California, the CSU's businessoperations almost exclusively reside within California. The CSUOut-of-State Employment Policy prohibits hiring employees toperform CSU-related work outside California. For more information, go to the CaliforniaState University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment tofinal job candidates, pending the satisfactory completion of abackground check (including a criminal records check). The conditional offer of employment may be rescinded if the backgroundcheck reveals disqualifying information, and/or it is discoveredthat the candidate knowingly withheld or falsified information. Indetermining the suitability of the candidate for the position, CalPoly Pomona will give an individualized assessment to anyinformation that the applicant submits for consideration regardingthe criminal conviction history such as the nature, gravity andrecency of the conviction, the candidate's conduct, performance orrehabilitation efforts since the conviction and the nature of thejob applied for. For more information, go to the CaliforniaState University Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have receiveda final administrative decision or final judicial decisiondetermining that they have committed sexual harassment within thelast 7 years only after a determination is made that they meet theminimum qualifications for the position, and before an offer ofemployment is extended. Applicants who reach the final stages ofthe application process must also sign a release form thatauthorizes the release of information by the applicant's currentand/or former employers to the CSU concerning any substantiatedallegations of misconduct.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSUClassification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Scheduleis located on the CSU Salary Schedule website. The classification salary rangefor this position according to the respective skill level is:minimum $4,799 and maximum $6,992 per month. Please refer to theanticipated hiring range for the appropriate salary rate for thisparticular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to workin the United States. In compliance with federal law, all personshired will be required to verify identity and eligibility to workin the United States and to complete the required employmenteligibility verification form upon hire. For more information, gothe I-9Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using apersonal or state vehicle must comply with the AuthorizedUniversity Driver Policy. Driving records are monitored andevaluated by the Risk Management Department. The Risk ManagementDepartment evaluates a good driving report based on the followingcriteria. The driver must: 1. Have a valid California or otherState Driver's license. 2. Have no more than 3 motor vehicleviolations or been the cause of 3 accidents in a 12-month period(or any combination of 3 thereof) 3. Not have more than 3 DMVPoints, if their license is Class C or, 4. Not have more than 5 DMVPoints, if their license is Class A, B, or C with endorsements. Formore information, go to the Authorized University Driver Policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campussecurity legislation, including the Jeanne Clery Campus Safety Act,California Education Code section 67380, and the Higher EducationOpportunity Act (HEOA), Cal Poly Pomona's Annual Security Reportand Annual Fire Safety Report are available for viewing at Cal PolyPomona'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 inany other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their ownpay or the pay of another employee or applicant. For moreinformation, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employeeswith disabilities. Applicants with questions about access orrequiring a reasonable accommodation for any part of theapplication or hiring process should contact the ADA Coordinator byemail at [e-mail]. Formore information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, CalPoly Pomona provides equal opportunity in employment withoutunlawful discrimination or preferential treatment based on race,sex, color, ethnicity, or national origin. Our commitment to equalopportunity means ensuring that every employee has access to theresources and support they need to thrive and succeed in auniversity environment and in their communities. Cal Poly Pomonacomplies with Title VI of the Civil Rights Act of 1964, Title IX ofthe Education Amendments of 1972, the Americans with DisabilitiesAct (ADA), Section 504 of the Rehabilitation Act, the CaliforniaEquity in Higher Education Act, California's Proposition 209 (Art.I, Section 31 of the California Constitution), other applicablestate and federal anti-discrimination laws, and CSU'sNondiscrimination Policy. We prohibit discriminatory preferentialtreatment, segregation based on race or any other protected status,and all forms of discrimination, harassment, and retaliation in alluniversity programs, policies, and practices.

Other Notices

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