Operations and Program Coordinator (CAS II) (63113)

  • California State Polytechnic University Pomona
  • Pomona, California
  • Aug 15, 2021
Full Time Project Management

Job Description

Type of Appointment: Full-time, Probationary
Collective Bargaining Unit: Confidential Classes - (C99)

Classification Salary Range: $4,233 - $9,514 per month
Anticipated hiring range: $5,000 - $5,416 per month

Recruitment Closing Date: Open Until Filled
First Review Date: Monday, May 24, 2021


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, etc. The Office of Equity and Compliance serves to ensure adherence to Federal and State laws, regulations, and CSU policies and procedures.


Title IX, DHR Compliance:
Responsible for interacting with various levels within the campus and having a thorough understanding of the functions of the office, including its role and purpose in upholding equity principles and practices. The Operations and Program Coordinator must provide accurate and operative information on campus-wide policies and procedures, programs, departments, the University, and related resources. The Operations and Program Coordinator also maintains the case management database.

Assists with programs and matters necessary to maintain compliance with Title IX and DHR requirements, e.g., assisting with the implementation of programming such as committee meetings and events; assisting with the creation and maintenance of office education materials; and maintaining the OEC website.

Accurately and thoroughly responds to inquiries and requests for information related to OEC policies and procedures, obtains status updates on current cases, provides information related to the process for filing a complaint, procedures for investigations, appeals, and sanctions or disciplinary proceedings and hearings, and information related to accessing information for on and off campus resources.

Conducts preliminary investigation work, including assessing reported concerns, providing recommendations, assisting with facilitation, case management, and reviewing and preparing investigation reports, referral letters, memorandums, notices, and other documentation for accuracy prior to distribution.

Conducts initial screening/intake of calls, walk-ins and online incident reports regarding concerns of discrimination, harassment, retaliation, or sexual misconduct. Assesses the concerns to determine whether the matter falls within OEC purview and forwards to appropriate OEC staff or refers matter to appropriate department. Prepares for final submission and delivery of investigation reports, no-contact directives, and similar notices, and correspondences to University constituents and external parties.

Assists with facilitation and implementation of interim remedies.

Assists with requests for records by serving as the liaison between requesting party and OEC, reviewing and redacting documents as appropriate in compliance with FERPA, HIPPA, and other state and federal regulations.

Assists with gathering data and preparing statistical reports in compliance with federal and state reporting obligations, as well as internal reporting. Assists with compliance with Clery incident reporting.

Program Coordination:
Supports the office in the preparation, coordination and administration of trainings, workshops, meetings, and campus presentations related to Title IX, DHR, and reporting obligations. Contact person with university departments and colleges regarding training requests and training needs. Tracks and provide reports regarding training matters and maintain data for reporting. Updates and refreshes all training and education materials and assist with annual reporting.

Office Administration:
Acts as a confidential support to the Assistant Vice President, Sr. Deputy Title IX Coordinator and Investigators. Serves as the primary contact to constituents accessing services with OEC, which encompasses answering phones, responding to emails, payroll processing, and explaining general functions of the office as well as providing accurate information on campus and system-wide policies and procedures.

Assist with maintaining calendars, scheduling meetings, trainings, workshops, and events. Assists in maintaining a highly organized office to enable efficient processing of all responsibilities and duties. Maintains and organizes office files, assembles information packets, and manages distributed information related to on and off-campus events and resources.

Assists with administration of the office budget. These responsibilities include but are not limited to the following: assisting in preparing annual budget proposals, preparing monthly budget reports; monitoring monthly expenditures and reconciling office accounts with the University financial system; submitting all invoices to appropriate individuals within University Financial Services to ensure payment; and maintains updated documentation on all transactions.

Assists with other tasks and duties as assigned by the Assistant Vice President and Associate Director of Equity & Compliance.

Case Management:
Manages and updates case management system, including processing new cases and closing cases. Works as a primary contact with the case management system vendor to customize internal office case management system to better track discrimination, harassment, and retaliation, as well as Title IX reported incidents. Trains other OEC staff on system.

Hearing Coordination:
Pursuant to CSU Executive Order (revised August 14, 2021), the Operations and Program Coordinator will work in tandem with the primary Hearing Coordinator to coordinate cases set for hearing. The Operations and Program Coordinator may also serve as the primary Hearing Coordinator as needed.

Duties in this role may include coordinating the hearing process for cases involving sexual misconduct, which include working with the Primary Hearing Coordinator or Chancellor's Office and various campus partners to organize and schedule the hearing; notifying parties and witnesses of the hearing; ensuring that the Hearing Officer is provided with appropriate materials, including a copy of the report and any exhibits; coordinating videoconferencing (if necessary); and securing a location for the hearing. The Hearing Coordinator also acts as a liaison between the parties and the Hearing Officer on procedural matters.


Bachelor's degree or equivalent related experience. A combination of education and experience to be able to perform the primary duties of the position. Ability to exercise good judgment in decision-making and problem solving. Ability to research, gather, analyze and summarize information for complex data projects. Ability to synthesize and present information in a creative, non-technical, clear and concise manner in various forms, including written, visual, and oral. Expert knowledge in data collection and analysis techniques; statistics or social science research techniques; knowledge of common organization-specific computer application programs; knowledge of organizational principles and procedures involved in handling sensitive data. Working knowledge of operational and fiscal analysis and techniques. Ability to take initiative and independently coordinate, organize, plan and perform work in various situations where numerous and diverse demands are involved.


Three years of experience in a professional work setting, preferably in the higher education setting. Experience working in a confidential environment and working with a high volume of staff and departments. Exceptional interpersonal and written communication skills, and the ability to work effectively and independently under pressure and time constraints. Ability to multi-task and demonstrate sound judgment, discretion, decision-making, flexibility, and insight under a wide range of complex and evolving circumstances. Thorough knowledge and skills in standard office procedures; comprehensive knowledge of university policies and procedures, particularly around equity and inclusion, and the ability to interpret and apply such policies and procedures independently to resolve problems, offer solutions, and promote/advance equity and inclusion.


A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link for policy information. http://www.calstate.edu/EO/EO-1108.html


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. http://www.calstate.edu/eo/EO-1083.html
Closing Date/Time: Open until filled

Job Address

Pomona, California 91768 United States View Map