Academic Support Specialist

Job Description:

Academic Support Specialist

Description

Type of Appointment: Fulltime, Probationary

Job Classification: Administrative Support Coordinator I

Anticipated Hiring Range: $3,864 maximum

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

THE DEPARTMENT:

The Office of Student Success provides leadership for various units dedicated to supporting the diverse student body at Cal Poly Pomona. It oversees the coordination of academic advising initiatives, the development and implementation of academic intervention programs, and efforts to help students make timely progress toward degree completion. Additionally, the office manages academic policies, university advising, related initiatives, and strategic planning to enhance student success. The office handles a range of student petitions, including general academic issues, retroactive withdrawals, grade appeals, academic renewal, and the recording of culminating experiences. It also provides oversight for Academic Engagement and Success (AES), Strategic Initiatives for Student Success, and Access and Transitions. For more information, visit the Office of Student Success website. Collaboration is central to the Office of Student Success, which works closely with Academic Programs, Enrollment Management Services, Student Affairs, and College leadership to support students in achieving their academic goals. Academic Engagement and Success (AES), a unit within the Office of Student Success, is responsible for handling specific academic petitions, such as retroactive withdrawals and grade appeals. AES also oversees key programs and services, including the Bronco Scholars Program, Learning Resource Center (LRC), First-Year Experience (FYE), Common Read, PolyTransfer Program, I Am First, Bronco Navigators, and the Reading, Advising, and Mentoring Program (RAMP).

DUTIES AND RESPONSIBILITIES:

• Oversight and implementation of make-up testing that includes monitoring faculty request forms and responding to email inquiries; coordinating scheduling of proctors and exam rooms; verifying requests for accuracy; scheduling student exam times within CPP Connect; gathering and uploading testing material with instructions; and administer testing with student proctors. Ensure security of test materials by filing them promptly and appropriately.
• Maintain logs of all tests administered in the LRC. Check-in examinees, verify identification, and provide proper testing instructions. Make sure that only permitted items are carried into the testing room, and that remaining possessions are properly stored. Monitor examinees while testing to ensure that testing regulations are strictly followed.
• Report incidents of academic dishonesty to the appropriate instructor and direct leads. Update electronic calendar with scheduled testing appointments.
• Ensure that all activities are conducted within the established guidelines of the Family Educational Rights and Privacy Act (FERPA). May need to adjust work schedule to accommodate evening and/or weekend testing.
• Collaborate with departments to support students in completing class placement assessments, such as the ALEKS Calculus Assessment, as well as other evaluations that contribute to student success. This coordination involves planning, scheduling, and overseeing the implementation of these assessments. Communicate effectively in a professional, tactful and courteous manner with students, employees, faculty and the general public on the logistics of testing including: any discrepancies in the requests; appointment invites with exam parameters; appointment details through email and/or CPP Connect; completed exams for pick-up. Provide lead direction with student proctors that includes: recruitment; interviewing; making recommendations for hire; training; evaluation; scheduling; paycheck distribution; and termination. Work directly with LRC Support Services Coordinator in planning and coordinating testing services. Create and disseminate communication and marketing.
• Assist LRC staff with capturing data on all its services including test proctoring for reporting purposes; scheduling rooms for LRC workshops/events; developing/maintaining business process guides; assisting with updating information on the LRC website. Serve as administrative backup to Support Services Coordinator and assist with front desk oversight.
• Provide general administrative and/or programmatic support to Academic Engagement and Success. Be a contributing member to the larger Academic Engagement and Success department and the Office of Student Success. Assist with outreach, marketing and programs when appropriate.
• May need to adjust work schedule to accommodate participating in OSS, AES, and CPP outreach events.

QUALIFICATIONS:

• High School Diploma/GED
• Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects. Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. Ability to draft and compose correspondence and standard reports; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

PREFERRED QUALIFICATIONS:

• The incumbent must have completed a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
• Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
• Additionally, incumbents are expected to and be able to clearly communicate orally and in writing.
• Some positions may require a knowledge of business mathematics beyond basic arithmetic.
• The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.
  
  

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 .

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 7. 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 $3,864 and maximum $6,072 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 .

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a “mandated reporter” 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. Read more at the California Child Abuse and Neglect Reporting Act 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 the Cal Poly Pomona’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 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.

Advertised: Apr 09 2025 Pacific Daylight Time
Applications close: Apr 23 2025 Pacific Daylight Time