Type of Appointment: Full Time, Probationary
Job Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $3,750 - $4,166 per month
Work Schedule: Mon. - Fri. 8:00am-5:00pm
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 the Vice President of University Advancement oversees the offices of development, alumni and external relations, government and external affairs advancement services and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundations which serves as the official entity to receive and manage all contributions to the University.
DUTIES AND RESPONSIBILITIES: Administrative Coordination
- Draft and prepare professional correspondence and communications.
- Review and verify all documents requiring the attention, review, or signature of front-line development officers.
- Communicate with donors, prospects, and volunteers regarding University events, programs, and initiatives.
- Provide timely and accurate follow-up with donors and prospects based on inquiries or requests.
- Assist development officers in preparing customized funding proposals for individual projects.
- Draft acknowledgment letters and other donor communications as directed by development officers.
- Assemble and prepare briefing materials and documentation for prospect visits.
- Schedule and coordinate meetings, events, and appointments for development officers.
- Prepare agendas and supporting materials for meetings and events.
- Maintain and manage development officers’ calendars to ensure efficient scheduling.
- Coordinate, prepare, and track mailings, ensuring timely delivery and accuracy.
- Provide logistical support to development officers before, during, and after events.
- Process, arrange, and track travel authorizations, reimbursements, purchase orders, and work/IT service requests.
- Reconcile and process monthly P-Card and Foundation account statements for assigned development officers.
- Participate actively in Administrative Professionals meetings to remain current on University policies and procedures.
- Attend regular Development meetings to stay informed and aligned with team goals.
- Manage office supplies, including ordering and tracking inventory to ensure availability.
- Collaborate with Prospect Research and Development Officers in preparing comprehensive briefing documents.
Project Coordination
- Event Planning & Execution: Lead the full cycle of event coordination, including planning, scheduling, and on-site logistics.
- Responsibilities include creating and managing event timelines, coordinating the design and printing of invitations and programs, managing RSVPs and guest lists, scheduling vendors (caterers, speakers, etc.), and ensuring seamless event-day execution.
- Budget Monitoring & Reporting: Track and monitor expenses related to development projects and events. Collect budget data from team members, coordinate with the Director of Development (DOD), and generate accurate financial reports.
- Sponsorship Outreach: Assist in the solicitation and follow-up of sponsorships for development initiatives such as events and special projects (e.g., golf tournaments, naming opportunities, etc.).
- Maintain consistent and professional communication with prospective sponsors.
- Donor Stewardship System: Develop and maintain a system for tracking donor engagement by giving level.
- Ensure appropriate contact, acknowledgment, and recognition are conducted in a timely and consistent manner.
- Alumni and Donor Communications: Plan, write, and produce communications-both print and digital-to keep alumni and donors informed and engaged. Coordinate scheduling and distribution to maximize impact and outreach.
- Web Content Maintenance: Maintain and update web content related to development initiatives, ensuring accuracy, timeliness, and alignment with strategic messaging.
Data Management
- Maintain and ensure the accuracy of mailing lists for campus support groups, advisory boards, and donor segments. Generate and/or request standard and ad hoc data reports to support fundraising, stewardship, and outreach efforts. Produce mailing labels and manage list segmentation for targeted communications. Generate and/or coordinate the request of prospect research reports to support development officer strategies. Track and analyze response rates for fundraising campaigns and initiatives. Reconcile monthly gift and productivity reports, ensuring accuracy and alignment with internal records. Prepare and process deposit slips for donor contributions in compliance with gift processing protocols. Assist development officers with data-related list requests, ensuring timely and accurate delivery.
- Other duties as assigned
QUALIFICATIONS: - High School Diploma or its equivalent.
- Valid California Driver's License with current insurance.
- Four years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
- Experience to be fully functional in all technical aspects of work assignments.
- 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 a broader range of technology, systems, and Packages.
- Ability to independently handle multiple work unit priorities and projects.
- Ability to apply independently a wide 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: - Knowledge of the financial structure of fundraising.
- Knowledge of donor system (Raiser's Edge) or equivalent, and clear understanding of CASE Reporting Standards preferred.
- Ability to gather, compile and analyze data.
- Excellent interpersonal communication skills to be able to effectively communicate with campus partners.
Out of State WorkThe 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 CheckCal 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 RangeThis 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 VerificationCal 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 RequirementPositions 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 InterestThis 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 .
Security & Fire SafetyIn 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 NondiscriminationAs 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 AccommodationWe 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 OpportunityConsistent 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 NoticesFor other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.
Advertised: Jun 18 2025 Pacific Daylight Time
Applications close: Jul 02 2025 Pacific Daylight Time
