Chief of Staff, Provost's Office (516479)

  • California State Polytechnic University Pomona
  • Pomona, California
  • Jul 15, 2022
Full Time Administration and Management Education and Training Human Resources and Personnel

Job Description


Chief of Staff, Provost's Office

Type of Appointment: Full-time, Management Personnel Plan (MPP II)

Salary Range: Commensurate with Qualifications and Experience

Recruitment Closing Date: Open Until Filled

First Review: July 28, 2022

REQUIRED- All candidates must submit the following:
  • Application
  • Cover letter
  • Resume or CV
  • Three References


The Office of the Provost and Vice President for Academic Affairs has responsibility for the management of the academic enterprise of the University with over 1200 full-time and part-time faculty and a staff of 450, who collectively serve a student population of 25,000. The student population is served through several areas in central Academic Affairs and ten colleges. Areas in central Academic Affairs include:
  • Office of Student Success (Bronco Advising Center; Learning Resource Center; Bronco Tutoring; Reading, Advising, and Mentoring Program; Academic Innovation, and University Writing Center)
  • Academic Programs (Undergraduate Studies; Graduate Studies; Kellogg Honors College; and Center for Community Engagement)
  • Faculty Affairs (Office of Academic Personnel; Faculty Center for Professional Development and eLearning; and Reserve Officers' Training Corps)
  • Enrollment Management and Services (Admissions and Enrollment Planning; Office of Financial Aid and Scholarships; Registrar's Office)
  • Research, Innovation, and Economic Development (Research and Sponsored Programs; Office of Undergraduate Research; Centers and Institutes, Animal Care Facility; Compliance Office)
  • Academic Planning and Resources (Academic Planning and Polices; Web Development; and Academic Research and Resources, which includes Financial Resources; Academic Space and Technology; and Academic Research).

The ten colleges are:
  • Don B. Huntley College of Agriculture
  • College of Business Administration
  • College of Education and Integrative Studies
  • College of Engineering
  • College of Environmental Design
  • Collins College of Hospitality Management
  • College of Letters, Arts, and Social Sciences
  • College of Science
  • University Library
  • College of Professional and Global Education (which includes the International Center).

  • Facilitate the ability of the provost to manage executive functions by advising the Provost regarding key constituencies, providing context and background information on issues, and coordinating research, projects, meetings and initiatives, as assigned; work with the Provost to establish the strategic priorities for a 12-month period and arrange reporting of priority projects on a regular basis.
  • Help bring issues to the surface and ensure that they are considered, appropriate action is taken, and the results communicated throughout the organization as appropriate and in a timely manner.
  • Provide general oversight of the activities of the Provost's office. Exercise independent analysis and judgment in prioritizing situations requiring attention and take steps to ensure strategic and operational priorities progress in a timely fashion. Work closely with Provost's executive support staff to strategically plan the provost's attendance to internal and external events and ensure preparation of relevant documents and briefing material, to develop processes and timelines for managing flow and content of information to and from the office; and to develop a process for effectively managing the Provost's time and keeping him/her on schedule.
  • Proactively identify information that has the potential to be impactful and elevate issues to the attention of the provost, along with options for resolution in a timely manner.
  • Ensure the Provost is well prepared for meetings and other internal and external activities in collaboration with the executive assistants and communications manager.
  • Demonstrate strong organizational and interpersonal savvy, as well as emotional intelligence, in order to accurately represent the provost's position to internal and external constituencies.
  • Manage flow of issues, projects and problems within the office and the provost's portfolio.
  • Establish and maintain strong collaborative relationships with deans, associate vice presidents, reporting units to ensure strategic planning and academic initiatives are in alignment with the university' strategic and academic master plan and polytechnic experience.
  • Work closely with Associate Provosts and leaders in administrative units to advance the priorities of the institution in a coordinated manner. Develop a good understanding of current issues and provide related timely advice to the provost.
  • Provide direct oversight to the provost's communication team ensuring a coordinated and well-developed academic communication strategy. Supervise Provost's administrative support team and other projects and related functions as assigned.

  • Bachelor's Degree or equivalent training or work experience.
  • 5-7 years of management experience required, preferably in a highly complex organization (education can substitute for experience).
  • A working knowledge of university administration
  • Solid organization, management, administrative, problem solving and human relation skills.
  • Must also possess a style which exhibits maturity, leadership, sensitivity, and teamwork.
  • Communicates and leads in a manner that fosters understanding, employee engagement and commitment to results.
  • Ability to build and lead a team that values organizational success over personal success.
  • Provide ongoing coaching and feedback to ensure peak team and individual performance
  • Identify and invest in high-potential talent and actively manage under-performers.
  • Ability to work within deadlines and as a team-player with the leaders of the organization.
  • Rely on extensive experience and judgment to plan and accomplish goals.
  • A wide degree of creativity and latitude is expected.


Salary is competitive and includes a comprehensive benefits package. Salary is competitive and commensurate with qualifications and experience. This is a Management Personnel Plan Level II position with an attractive benefits package, which includes a vacation accrual rate of 16 hours per month, an excellent choice of medical, dental, and vision insurance, long term disability coverage, life insurance and retirement benefits.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at

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. See policy at

Background Check

Cal Poly Pomona will make a conditional offer of employment, 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 criminal conviction history, considering such factors 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. See policy at


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. See Form I-9 Acceptable Documents at

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 Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. See policy at

Outside Employment Disclosure

Prospective Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager's request. See policy at

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. See policy at


Cal Poly Pomona is a smoke and tobacco-free campus. See policy at

Clery Act

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:

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 More information is available at:


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit 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. More information is available at: and at

Closing Date/Time: Open until filled

Job Address

Pomona, California 91768 United States View Map