Executive Operations and Project Specialist

California State University; Pomona (CA); On-site; USD 52,000 - 125,000; Full time

Job summary

Cal Poly Pomona is seeking an Executive Operations and Project Specialist to provide comprehensive executive administrative support to the President’s Office and oversee cross-functional projects. The role includes coordinating budgets, payroll processes, and travel arrangements, while supervising student staff and ensuring smooth office operations.

Responsibilities span management of communications, scheduling, event coordination, and liaison with campus partners.

Qualifications

• Bachelor's Degree or equivalent relevant experience.
• Valid CA driver's license and insurance.
• Minimum of 5 years of executive administrative support experience.
• Ability to manage complex scheduling with competing priorities.
• Excellent written and verbal communication skills.
• High discretion handling confidential information.
• Strong organizational and interpersonal skills.
• Ability to work with minimal supervision and as part of a team.

Responsibilities

• Act as the Office of the President’s primary contact and provide high-quality service to campus and external constituents.
• Manage 25Live reservations for President’s Office conference spaces and train users on MPR technology.
• Handle President’s Office inquiries via phone, email, and walk-ins and route requests via ServiceNow.
• Manage inventory of gifts for campus and external constituents.
• Prepare, revise, print, and mail presidential letters and correspondence.
• Coordinate with University Registrar on student eligibility and Honor List distribution.
• Provide day-to-day lead direction to student assistants and supervise onboarding and training.
• Coordinate recruitment logistics and onboarding for student assistants, in collaboration with Career Center and People & Culture.
• Support office operations including equipment maintenance, hospitality, and building access updates.
• Arrange travel support for faculty athletic representative and Panetta Institute participants.
• Coordinate executive searches and support Talent Acquisition leaders on procedures.

Job description

Executive Operations and Project Specialist

Job no: 563579
Work type: Staff
Location: Pomona
Categories: Confidential, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Administrative Support:

• Act as the Office of the President’s primary contact, delivering high-quality service to campus and external constituents and fostering effective working relationships with Vice Presidents’ Office staff.
• Manage 25Live reservations for President’s Office conference spaces and train users on MPR technology, audio, and related equipment.
• Handle President’s Office phone, email, and walk-in inquiries, using judgment to redirect issues and route requests through ServiceNow for clear communication and tracking.
• Manage the inventory of gifts for campus and external constituents, including faculty, staff, students, alumni, donors, and community partners.
• Prepare, revise, print, and mail presidential letters, including thank-you, birthday, emeritus, and congratulatory correspondence.
• Work with the University Registrar to verify student eligibility and coordinate distribution of the President’s Honor List.
• Provide day-to-day lead work direction to assigned student assistants, including coordinating schedules, assigning and prioritizing tasks, providing training, and reviewing completed work. Provide performance feedback and input to the HEERA manager for formal evaluations.
• Coordinate the administrative aspects of student assistant recruitment, hiring, and onboarding, including recruitment logistics, onboarding materials, and communication with the Career Center and People & Culture. Support the HEERA manager in completing required personnel processes.
• Serve as the President’s Office’s primary administrative support, coordinating office equipment maintenance, hospitality and supply orders, and updates to suite and building access.
• Arrange travel support for the faculty athletic representative and students attending Panetta Institute programs.
• Perform other administrative duties as assigned.

Project Support for Tribal Relations:

• Coordinate administrative and logistical support for Tribal Relations council meetings, repatriation-related activities, campus initiatives, student outreach, website updates, and special projects under the direction of the Director of Tribal Relations.
• Support Tribal Relations events by coordinating vendor agreements, communications, and campus partner logistics and processing contracts, invoices, and payments.
• Monitor and reconcile budget activity and expenditures related to NAGPRA/CalNAGPRA, repatriation efforts, Kellogg Legacy funding, and other Tribal Relations allocations.
• Prepare financial tracking reports and refer discrepancies or matters requiring approval to the appropriate administrator.

Budget and Payroll Administration:

• Conduct Foundation account budget analysis and reconciliation, monitor expenditures, and prepare financial reports and recommendations to support annual budget development, financial planning, and operational decision-making. Assist with implementation of approved policies, procedures, and financial processes.
• Assist with Stateside account budgets and oversee annual membership processing and tracking.
• Process departmental purchase orders and direct pay forms through P2P; coordinate annual requisitions for copier, shredding, alarm, and other services.
• Serve as the primary departmental timekeeper, reviewing and processing attendance and leave records, monitoring submission deadlines, providing procedural guidance, and coordinating payroll corrections and inquiries with Payroll Services and the HEERA manager.

Management Search Coordinator:

• Coordinate executive searches for direct reports to the President, Vice President and Chief of Staff, and Vice President for Strategic Initiatives. Support search committees by setting up SharePoint access to distribute information, editing position descriptions and advertisements, assisting with advertisement placement and administrative review of applications in accordance with Talent Acquisition guidance and established search procedures, and arranging Zoom and on-campus interviews.
• Act as the primary contact for Talent Acquisition leaders assigned to executive searches.
• Coordinate candidate travel and campus visit itineraries, including meetings with internal and external university stakeholders.
• Apply established campus and CSU recruitment procedures to coordinate search activities, provide procedural information to search committees, and refer questions requiring policy interpretation or hiring decisions to Talent Acquisition and authorized university officials.

Event Coordination and Planning:

• Organize Office of the President and presidential events, including faculty and staff recognition, holiday and retirement celebrations, community partnership receptions, forums, town halls, campus conversations, and other special events.

QUALIFICATIONS:

• Bachelor's Degree - or equivalent relevant experience that demonstrates the ability to perform the essential functions of the position.
• Valid CA driver's license and insurance.
• Minimum of 5 years of progressively responsible executive administrative support experience, preferably supporting senior executives.
• Demonstrated ability to manage complex scheduling, competing priorities, and frequent change with professionalism and composure.
• Excellent written and verbal communication skills, including the ability to coordinate executive-level correspondence and communications in partnership with an executive writer and communications colleagues (intake, background gathering, review cycles, and final quality control for clarity, tone, and accuracy).
• High degree of discretion and proven experience handling confidential and sensitive information.
• Demonstrates outstanding organizational abilities with meticulous attention to detail, consistently delivering precise, high-quality work within established deadlines.
• Strong interpersonal skills and customer-service mindset; able to build trust with senior leaders and diverse stakeholders.
• Ability to exercise independent judgment, anticipate needs, and elevate issues appropriately.
• Ability to synthesize information from multiple sources and prepare concise briefings.
• Strong time management and prioritization skills; able to manage interruptions and shifting demands.
• Ability to work effectively with minimal supervision and as part of a team.
• Ability to research and analyze administrative, fiscal, and operational information; interpret and apply established policies and procedures; identify and recommend solutions to problems; and prepare clear, concise reports and written communications.

PREFERRED QUALIFICATIONS:

• Experience in higher education, public sector, or other complex, mission-driven organizations.
• Demonstrated project coordination experience (planning, tracking deliverables, and driving follow-through).
• Familiarity with protocol, event planning, and/or donor and community relations.
• Experience with records management, retention schedules, and document control practices.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy .

Education Code 89521 Requirements

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’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 $4,687 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 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’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 “designated position” in the California State University’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 Conflict of Interest policy .

Security & 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’s Annual Security Report and Annual