Type of Appointment: Full Time, Probationary

Job Classification: Confidential Administrative Support II

Anticipated Hiring Range: $7,916 - $9,583 per month

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


THE DEPARTMENT:

The President is the Chief Executive Officer of the University and is responsible for all operational and strategic aspects of the University, including student recruitment, retention, and graduation, academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fund raising. The Presidential Aide provides executive support to the President in fulfilling responsibilities, promoting institutional objectives, and facilitating the achievement of the goals established in the University's strategic plan.

DUTIES AND RESPONSIBILITIES:

Daily Preparation, Briefings, and Executive Office Support:

• Develop and maintain a daily run-of-day (ROD) for the President, including key objectives, contacts, locations, timing, and critical context for each engagement.
• Coordinate briefing materials (background, talking points, bios, prior correspondence, and decision memos) with cabinet members, staff, and subject-matter experts.
• Ensure materials are accurate, well-organized, and delivered in a timely manner; follow up on missing information and clarify any inconsistencies. 
• Anticipate needs, remove administrative barriers, and ensure the President is set up for success across engagements and deliverables.
• Track key outcomes, commitments, and follow-ups from meetings and events; route action items to appropriate owners and monitor completion as requested.
• Coordinate office operations, including support for special events, visitors, and cross-functional projects as assigned.
• Handle sensitive and confidential information with discretion; use sound judgment in decision-making and escalation.
• Provide support for other executive office functions as required and help foster a collaborative, service-focused team environment.

Executive Communications and Office Coordination:

• Coordinate executive correspondence and communications by partnering with the director of executive communications, including intake requests, gathering background, routing drafts for review/approval, and ensuring final materials are accurate, timely, and aligned with the President’s voice and priorities.
• Manage incoming communications: triage, route, and track items; coordinate recommended responses and maintain a reliable follow-up system with clear ownership and deadlines.
• Coordinate closely with the director of executive communications and other members of Strategic Communications, Government and External Affairs, University Advancement, and other offices to align messaging, review cycles, approvals, and schedules for presidential communications and public-facing deliverables.
• Represent the Office of the President with a high level of professionalism and discretion in interactions with internal and external stakeholders.

Travel Planning and Expense Support:

• Coordinate travel logistics, including itineraries, transportation, lodging, ground transfers, security/protocol considerations, and contingencies for schedule changes.
• Prepare comprehensive travel packets (itinerary, contact list, maps, event details, briefings, and required documentation). 
• Support travel-related documentation and reimbursements in alignment with CSU and Cal Poly Pomona policies and required approvals; organize receipts and records as needed.
• Coordinate with hosts and event organizers to confirm timing, protocol, speaking roles, and onsite requirements.
• Coordinate with the administrative operations specialist to ensure prompt submission of travel expense claims.

Records Maintenance and Administrative Systems:

• Maintain accurate, well-organized electronic and physical records for the Office of the President, including correspondence, schedules, approvals, and reference materials.
• Establish and follow records retention, confidentiality, and access practices consistent with university requirements.
• Track and manage documents requiring review/signature; confirm completeness and obtain necessary supporting materials. 
• Maintain office administrative systems (contact databases, distribution lists, filing conventions, shared calendars) to ensure continuity and reliability.

QUALIFICATIONS:

• Bachelor's Degree - Bachelor’s degree or equivalent combination of education and relevant experience.
• Driver License, Valid and in State
• Minimum of five (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. Proficiency with modern office productivity tools (email/calendar, word processing, spreadsheets, presentations, collaboration platforms).
• 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 escalate 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.

PREFERRED QUALIFICATIONS:

• Experience in higher education, public sector, or other complex, mission-driven organizations.
• Experience supporting a president/chancellor, executive-level leader, or governing board.
• 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.

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 Fire Safety Report are available for viewing at 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.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

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