Faculty Recruitment and Hiring Coordinator

Type of Appointment: Full-Time Probationary

Job Classification: Confidential Administrative Support II

Anticipated Hiring Range: $4687 - $6688 per month ($56244 - $80256 annually)

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

Recruitment Closing Date: Open until filled

Priority Consideration Date: June 16 2025

THE DEPARTMENT:

The Office of Faculty Affairs (OFA) is part of the Academic Affairs Division and it provides leadership to the university in the development implementation and administration of academic personnel policies and procedures. More specifically the OFA provides leadership and administrative support and training as appropriate to faculty members departments colleges and university committees in the in all matters relating to faculty development recruitment retention and promotion of faculty academic leadership training and support sabbaticals and faculty well-being. Additionally the Office handles contract matters and grievances related to Unit 3 members: probationary and tenured faculty temporary faculty (lecturers) librarians counselor faculty and coaches as well as Academic Student Employees represented by Unit 11: Graduate Assistants (GA) Teaching Associates (TA) and Instructional Student Assistants (ISA).

DUTIES AND RESPONSIBILITIES:

Faculty Recruiting Reporting Hiring Process and Immigration Services

• Support Online Hiring Platform Management and Training (PageUp)
• Oversees and manages the online platform for the recruitment of academic personnel. PageUp is the platform currently in use PageUp is the platform that is being adopted by the university.
• Schedules and conducts the online platform training for Deans Department and Search Committee chairs as well as support staff.
• Develops online resources to support continued training and updates for best practices in recruitment and hiring.
• Provides training and assistance to the departments in setting up positions for probationary tenure track faculty through PageUp
• Assists departments in setting up temporary faculty (lecturer) pools in PageUp. Acts as the subject matter expert for the campus on PageUp as a recruitment tool Reporting
• Responsible for campus response to annual CSU Faculty Recruitment Survey and other related requests from the Chancellors Office. Utilizes PageUp or other adopted platforms for harvesting data on applicant pool diversity for reports. Collects data from reliable sources to ensure inclusive excellence practices in faculty recruitment.
• Works with IT in the development of dashboards with data on faculty hires. Prepares all tenure-track and lecturer hiring reports to the Provost Faculty Affairs Academic Resources and Human Resources as needed.

Faculty Hiring Process Support and Recruitment Activities

• Liaison to faculty colleges departments and human resources on recruitment of instructional personnel.
• Addresses and responds to issues raised by the above individuals and offices.
• Works with AVPFA to prepare and deliver presentations and handouts for faculty search and hiring workshops. Responds to inquiries from deans department chairs and recruitment committees about hiring processes and procedures.
• Conducts salary analysis for each approved search to be included in the authorization to search forms presented to the Provost for signature.
• Consults with Employee & Organizational Development & Advancement and colleges to understand hiring processes and ensure smooth onboarding of faculty. Prepares all appointment letters for probationary faculty and updates templates for temporary faculty appointments.
• Initiates background checks for probationary faculty hires.
• Ensures compliance with AA/EEO for faculty hires.
• Works with EODA/Talent Acquisition and department search committees in promoting faculty position openings through advertisement press releases postings on web pages etc. Responsible for posting all current Academic Year tenure-track and lecturer Faculty Openings on required sites as well as the advertisement of available positions through the Chronicle of Higher Education etc.

Application of policies and standard operating procedures for recruitment

• Works with AVPFA to interpret communicate and clarify system policy and provisions of the CBAs to ensure consistent application of policies and procedures for the recruitment of all academic personnel and monitors compliance with those policies and procedures.
• Applies federal and state laws complex CSU system policies regulations and technical letters; the Collective Bargaining Agreement (CBA); and campus personnel policies to ensure accurate hiring and compensation of all Unit 3 personnel including instructional faculty coaches counselors and librarians as well as Unit 11 Teaching Associates Graduate Assistants and Instructional Student Assistants.
• Reviews tenure-track and lecturer position requests and job announcements and works closely with the Office of Employee and Labor Relations and departments to ensure compliance with policies and the following of standard operating procedures.
• Updates the Faculty Recruitment Handbook as needed.
• Gathers analyzes and presents data regarding retention tenure density and recruitment efforts to support hiring decisions.

Faculty Immigration Services

• Uses administrative analytical and technical skills to oversee the faculty immigration services including but not limited to reviewing all faculty-submitted and university hiring documents as well as USCIS immigration forms; coordinating with the university-retained immigration attorney

Temporary Academic Employment (TAE) and Support

• Independently provides leadership and oversees the complex area of TAE (Temporary Academic Appointments). Includes academic year 12-month 3-year appointments for temporary faculty members Teaching Associates Graduate Assistants Coach Counselors and Librarians.
• Has sole responsibility for TAE module and CHRS and independently processes over 900 temporary faculty appointments each academic year.
• The FAA independently sets deadlines and gives instruction to staff in the colleges Library Counseling and Psychological services and Athletics with regard to approving temporary faculty appointments. Identifying and resolving issues to ensure accuracy of faculty appointments prior to implementation by the Payroll Office.
• Independently performs research analysis and evaluation of temporary faculty appointments and TAE functions.
• Develops strategies to resolve issues and disseminates this information to the academic units.
• Participates in TAE subject matter expert meetings and CHRS User Group meetings and conference calls.
• Evaluates processes on an ongoing basis to identify and determine business practices. Creates appointments in TAE module for Library Counseling and Psychological and Athletics departments.
• Creates/process BIDs for new temporary faculty members including new ROTC members.
• Provides guidance supports and approves Substitute Faculty process. Process Work Verification forms for faculty members requesting verification of WTUs for work outside the CSU campuses.
• Assist AVPFA by providing entitlement reports and faculty members work history reports.
• Process Emeritus list for Academic Senate by providing hire dates years of service email and home addresses information. Provides guidance and gives direction to staff in the colleges regarding temporary faculty compensation issues (range elevation Salary Service Increases SSIs) entitlements and processes within the TAE module.
• Creates reports provides guidance and supports to all colleges regarding faculty evaluations.
• Trains new staff including co-leading the College Academic Staff (CAS) Meetings and assists with troubleshooting and resolving issues that arise.
• Serves as TAE subject matter expert representing the Universitys academic units.
• Tracks CHRS issues and changes/upgrades involving TAE.
• Attends meetings with various campus constituencies on TAE issues.
• Serves as liaison between Payroll/Human Resource services and the academic unit on temporary faculty matters.
• The FAA provides information in consultation with AVPFA to stakeholders on Unit 3 CBA provisions Chancellors Office guidelines and technical letters and campus policies and procedures.

QUALIFICATIONS:

• Bachelors degree or professional training program specific to the position (e.g. Certified Public Accountant) and directly related work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
• DL NUMBER - Driver License Valid and in State
• At least three (3) years of progressively responsible analytical experience including two years performing work involving the preparation justification and analysis or the control and administration of a budget or budgetary program;
• This level is broad and includes intermediate through senior level positions. Incumbents at this level work relatively independently and possess the experience to be fully proficient in performing most or all of the work assignments defined for their position. Typically incumbents have acquired the requisite skills and knowledge through a combination of education training and progressive work experience to be able to demonstrate competence in independently applying judgment and nonstandard applications and systems solving a wide range of problems developing practicable and thorough solutions and using effective communication and listening skills. Employees assigned to position skill levels II and III of the Confidential Support Series may be assigned work coordination responsibilities that include: evaluating and setting work priorities; scheduling and assigning work; reviewing work against standards and providing performance feedback; and determining training needs and training staff.
• 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 broader range of technology systems and software packages
• Ability to independently handle multiple work unit priorities and projects
• Ability to apply a 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:

• Experience working in a higher education environment
• Diversity and inclusion training experience collaborating with key constituents to establish diverse talent pools
• Demonstrate customer service and interpersonal skills
• Experience in academic personnel recruitment

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.

Employment Eligibility Verification

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. 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.

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 the Child Abuse/Neglect Reporting 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.