Executive Assistant

Type of Appointment : Full-Time Probationary

Job Classification : Confidential Administrative Support II

Anticipated Hiring Range : $56244 - $103680 annually

Work Schedule : Monday - Friday 8am-5pm unless otherwise notified

Recruitment Closing Date : November 13 2025

THE DEPARTMENT :

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs events and activities that stimulate the involvement and interest of alumni friends parents corporations and foundations to develop relationships that will foster and stimulate giving to the university. The Office of the Vice President of University Advancement oversees the offices of development alumni affairs advancement services strategic communications government and community relations and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundation which serves as the official entity to receive and manage all contributions to the University. Under the telework policy it is understood that your physical presence may be required on individual scheduled remote days based on the needs of the campus division department or request of your HEERA Manager.

DUTIES AND RESPONSIBILITIES :

Assistant to the Vice President :

• Provides high-level administrative support by conducting research handling information requests and preparing financial and statistical reports.
• Serves as primary coordinator of the Vice Presidents calendar schedule and coordinate meetings with various division and campus staff arrange conference calls and schedule alumni and donor / prospect constituent meetings.
• Facilitates scheduling and logistical support for the Vice Presidents external engagements including coordination with staff from organizations where he / she holds membership or leadership roles.
• Performs clerical functions such as composing correspondence screening calls with professionalism and diplomacy coordinate travel arrangements as well as assist with changes during travel.
• Coordinates stewardship activities on behalf of the Vice Presidents Office including donor engagement and recognition efforts.
• Communicates with all levels of internal management and staff regarding strategic plans for advancement fundraising initiatives gift reporting procedures and IRS regulations.
• Maintains extensive interaction with external constituents (alumni high-level donors Foundation board of directors community volunteers corporate executives) which requires extensive knowledge of protocol issues as they relate to internal and external stakeholders.
• Handles highly confidential information and documents of a sensitive nature; exercise good judgment and take initiative as needed.
• Assists the Vice President by preparing for internal / external meetings donor visits and travel which requires the ability to anticipate and foresee essential requisite materials and research necessary for donor visits strategy meetings and travel arrangements.
• Edits and proofreads advancement plans board meeting materials donor correspondence gift agreements executive summaries and strategic plans. Plan develop and coordinate multiple projects simultaneously.
• Provides process improvement and suggestions as they relate to gift reporting standards division policies / procedures and the overall administrative function.

Office Operations and Fiscal / Budget Responsibilities :

Leadership Onboarding and Divisional Training :

Philanthropic Foundation (CPP-PF or Foundation) Planning and Coordination :

QUALIFICATIONS :

PREFERRED QUALIFICATIONS :

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 CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs 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 CSU 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 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 candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to the CSU Background Check Policy.

CSU Classification Salary Range

This position is part of the Confidentials bargaining unit C99 (Non Represented). The CSU Classification Standards for this position are located on the CSU Classification Standards CSU Salary Schedule is located on the CSU Salary Schedule classification salary range for this position according to the respective skill level is : minimum$4687 and maximum$11223 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 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 to the Acceptable I-9 website.

University Driving Requirements

Positions that require driving for university business by using apersonal 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 Drivers 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 Universitys 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 CSUs Conflict of Interest 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 Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing at : and 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 . 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 Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs 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 Pomonas Employment Notices web page.

Required Experience :

IC

Key Skills

Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,Calendar Management,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar,Google Suite

Employment Type : Full-Time

Experience : years

Vacancy : 1

Yearly Salary Salary : 56244 - 103680