Provost Office Coordinator

Job Summary

Reporting directly to the special advisor to the provost, this role is responsible for maintaining a professional and welcoming engagement with the office of the provost by acting as the primary contact to greet and triage inquires; maintaining a warm, professional, clean lobby, being responsive and friendly as the front office representative on the phone and via electronic communication. The incumbent oversees the office processes and procedures; receives, prepares, processes, and tracks all confidential materials for Office of the Provost senior leadership review and approval; acts as a contact and coordinator for university-wide nominations for campus, CSU, national awards, and committee representation/membership for the division of Academic Affairs; manages Academic Affairs conference room and email account; serves as the Academic Affairs primary travel coordinator for the provost direct reports.

Work is specialized and of a highly confidential nature, requiring access to a variety of sources and information including, but not limited to official collective bargaining negotiation or strategies, executive personnel records, financial records, and progress reports of campus programs/projects. Work assignment affects the overall management of the Office of the Provost and the Academic Affairs division. This position requires in-depth knowledge of the functions of the Office of the Provost as related to the overall campus environment.

Department Summary

The provost and executive vice president (provost/EVP) for Academic Affairs is the chief academic officer of the university, is the most senior among the vice presidents, and reports directly to the president. The provost/EVP serves as acting president in the absence of the president. As the highest ranking academic, the provost/EVP is responsible for developing and implementing academic plans and policies, which will enable the university community to achieve the highest levels of academic excellence. The provost/EVP serves on the President’s Cabinet and works collaboratively with the leaders of other university divisions to promote academic excellence, execute the university strategic plan, and determine where resources should be strategically allocated and invested. The college deans, Academic Affairs’ division leadership including Cal Poly Solano campus and Cal Poly Maritime Academy leadership, the Office of Research, Graduate Education, Extended Professional and Continuing Education and Robert E. Kennedy Library report to the provost/EVP. The provost/EVP also represents the campus within the CSU and to external constituencies as designated by the president. The Office of the Provost staff supports the vision of the provost/EVP, the university, and the Learn by Doing experience.

Key Qualifications

• Ability to work independently with minimal supervision to use and apply the highest level of good judgment and discretion in handling personnel actions and office management on a consistent and continuing basis.
• Ability to apply independent judgment, discretion, and initiative to anticipate and address problems and develop practical, thorough and creative solutions.
• Ability to provide meticulous follow-through on all assignments, paying high attention to accuracy and detail while working in a fast-paced environment with numerous interruptions, frequently changing projects, and moving deadlines.
• Exceptional organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Ability to research and analyze information with the ability to apply independent judgment, discretion, and initiative in determining appropriate solutions to resolve problems. Ability to understand problems from a broad, interactive perspective and respond appropriately.

Education and Experience

• High school diploma or its equivalent. Type 45 wpm. Three years of general office support experience involving a wide variety of duties and responsibilities. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience).

Salary and Benefits

Anticipated Hiring Range: $63,000 - $75,000 per year

Classification Range: $46,128 - $80,448 per year

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Anticipated Hiring Range referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Classification Range may be broader than what the University anticipates paying for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. See our benefits website for additional information.

Cal Poly

Cal Poly is a nationally-ranked public university located in San Luis Obispo, California, and known for its Learn by Doing philosophy. Each year more than 20,000 top-tier students come to San Luis Obispo to put knowledge into action, taking their learning outside the classroom as they prepare for careers in engineering, agriculture, science, business, humanities and the built environment. Cal Poly’s hands-on philosophy, small class sizes and close student-faculty mentorships result in graduates ready from day one to impact their communities, California and the world. For more information, visit calpoly.edu .

Equal Opportunity and Excellence in Education and Employment

This position is open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal Poly provides equal opportunity in education and 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 student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly 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.

Cal Poly is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Supplemental Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

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.

Cal Poly, San Luis Obispo is not a sponsoring agency for staff or management positions. Applicants for staff and management positions must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Positions are posted for a minimum of 14 calendar days.

Advertised: Sep 29 2025 Pacific Daylight Time
Applications close:

• 

• California Polytechnic State University

• 805-756-2236

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