Program Admissions Coordinator

Type of Appointment: Full-Time Probationary

Job Classification: Administrative Support Coordinator I

Anticipated Hiring Range: $3864 - $4526 per month

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

Recruitment Closing Date: August 5 2025

THE DEPARTMENT:

The primary function of the Credential Services Department in the College of Education and Integrative Studies (CEIS) is to provide administrative and academic support for candidates seeking information and services related to credentialing. All credential programs offered are accredited by the California Commission on Teacher Credentialing (DTC). Teacher Credential Programs include Multiple Subject (Elementary Teacher) Single Subject (Middle School and High School Teacher) Administrative Services Education Specialist (Special Education Teacher) Integrated Teacher Education Program (ITEP - Education Specialist Credential) and Combined Credential and Masters Program.

DUTIES AND RESPONSIBILITIES:

Admissions and Credential Verification Support

• Assist students with the submission of the Program Admission File (P.A.F.).
• Answer general inquiries and verify completeness of the required P.A.F. documents according to the College of Education and Integrative Studies (CEIS) Program California State Polytechnic University Pomona California State University Chancellors Office California Commission on Teacher Credentialing (CCTC) policies and regulations. This process includes but is not limited to the following:
  • Communicating with students via the telephone email or in person.
  • Review and determine the students admission eligibility via the following P.A.F. requirements:
    • Official admission to the university has been established.
    • All sections of the Program Admission Application is completed.
    • An Advising Form has been issued by one of the appropriate Program Admission Advisors or Program Coordinators.
    • Letters of Recommendation are sufficient.
    • The negative tuberculosis verification is signed by an appropriate person of authority.
    • A valid CA Certificate of Clearance/Permit has been issued by CCTC.
    • Fieldwork Hours have been fulfilled.
    • Grade point average is sufficient.
    • Subject Matter Competency if applicable has been fulfilled.
    • Basic Skills Requirement has been fulfilled.
    • Personal Narrative if required is sufficient.
    • Pre-requisite coursework if applicable has been successfully completed.
    • Processing Fee has been paid.
  • Upon determining the credential candidates admission eligibility notification will be sent via PeopleSoft using the CPP/CEIS appropriate platform.

Student Files

• Create and maintain student files for CEIS preliminary and administrative services credential programs (Education Specialist Multiple Subject Single Subject and Administrative Services). This process includes the following:
  • Transfer the student records from SLATE to permanent digital folders.
  • Update student record in SLATE.
  • Process Request for Change of Program Option form.
  • Create an electronic file folder labeled with student name and identification number to house student P.A.F. documents in CEIS Credential Services.
  • Run student data queries via PeopleSoft SLATE OnBase and related platforms.

Collaboration with Key Personnel

• Collaborate with Credential Analysts Program Coordinators Department Chairs and Deans Office.
• Collaborate with the Assessment Coordinator for accreditation and Placement Services regarding fieldwork and clinical practice. This process includes the following:
  • Attend monthly program department and college meetings.
  • Meet with Program Coordinators department chairs and deans office leadership as needed to discuss program related items.

Teacher Intern Program Support

• Process Intern eligibility application. Review and determine the students admission eligibility via the following:
  • Verify student is classified into the program
  • Pre-Service coursework has been successfully completed
  • Examination results if applicable are valid and official
  • Negative TB test results are valid Certificate of Clearance is valid
  • U.S. Constitution requirement has been successfully completed
  • Verify student is currently enrolled in credential program coursework
• Upon determining the credential candidates admission eligibility notification will be sent via PeopleSoft using the CPP/CEIS appropriate platform.

Maintenance of Program Admissions Forms and Applications

• Due to policy and/or regulation changes made by the CEIS CPP CSU Chancellors Office and/or CCTC Program Admission related forms and applications will need to be reviewed and updated. This includes the following:
  • P.A.F. Requirements list
  • Program Admission Application
  • Letters of Recommendation form
  • Instructions for Processing Certificate of Clearance
  • Fee Receipt
  • Teacher Intern Program Application
  • Request for a Program Change of Program Option or Objective
• In addition the revised forms and applications will need to be provided to the appropriate technology support person to be uploaded to the relevant CEIS webpages (Credential Services Teacher Intern Forms and Applications etc.).

QUALIFICATIONS:

• High School Diploma/GED
• Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• 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:

• Two (2) to four (4) years of college education experience working with the public especially within an educational system.
• Detailed working knowledge of applicable CPP infrastructure and its academic policies and procedures.
• Knowledge of California Commission on Teacher Credentialing (CCTC) policies and regulations.
  

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 theCSU 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 theCSU Background Check Policy.

CSU Classification Salary Range

This position is part of the California State University Employees Union (CSUEU) bargaining unit 7. The CSU Classification Standards for this position are located on theCSU Classification Standards CSU Salary Schedule is located on theCSU Salary Schedule classification salary range for this position according to the respective skill level is: minimum$3864 and maximum$6072 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

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 theAcceptable 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 theAuthorized University Driver 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: 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 thePay 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 toEmployment 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 visitCal Poly Pomonas Employment Noticesweb page.