Outreach and Systems Lead

Type of Appointment:Full Time Probationary

Job Classification:Administrative Analyst/Specialist Exempt II

Anticipated Hiring Range:$6274 -$6658

Work Schedule:Monday - Friday 8:00am - 5:00 pm (weekends and evenings as needed)


THE DEPARTMENT:

Outreach Recruitment & Educational Partnerships (OREP) is responsible for outreach and recruitment of prospective domestic undergraduate students and plays a key role in enrollment planning and reporting. OREP is charged with promoting the image of the University its programs and uniqueness; attracting and recruiting a diverse and high achieving pool of applicants; developing relationships and collaborations with campus external and internal constituents; and providing timely accurate and comprehensive services to students and campus through point of inquiry and enrollment. OREP provides dedicated quality outreach and recruitment programs and strategic communication to prospective students schools and community organizations and the delivery of student services that support recruitment college readiness and persistence. Programs include domestic undergraduate outreach out-of-state recruitment and campus tour programs. OREP reports to the Presidential Associate for Community Partnerships Engagement and Outreach under the Division of Academic Affairs.

DUTIES AND RESPONSIBILITIES:

Strategic Project Management & Planning:

• Develops and maintains annual and cyclical project plans for Outreach Recruitment and Engagement initiatives.
• Tracks timelines deliverables and follow-up actions across directors portfolios to ensure coordinated execution.
• Monitors progress on enrollment cycle milestones (e.g. recruitment travel communications yield events).
• Provides templates checklists and planning tools that standardize departmental workflow.
• Anticipates operational bottlenecks and proposes solutions before deadlines are missed.
• Prepares briefing materials and project dashboards for the Presidential Associate to facilitate decision-making.
• Serves as a central point of contact for project documentation ensuring consistency across initiatives.
• Coordinates cross-departmental communication to ensure alignment with admissions marketing and other university partners

Data Reporting & Systems:

• Creates and distributes recurring reports on application admission and enrollment outcomes segmented by population (transfer first-time freshmen and special programs).
• Develops KPI dashboards to measure effectiveness of outreach activities and to inform adjustments in real time.
• Serves as functional lead for Slate CRM within the outreach unittraining staff troubleshooting and optimizing workflows.
• Designs and tests communication flows event registrations and data capture tools within Slate.
• Conducts post-event and post-cycle analyses to assess ROI of outreach initiatives.
• Partners with Institutional Research Admissions and IT to ensure data integrity and alignment across systems.
• Researches and implements best practices in data-driven recruitment strategies.
• Prepares executive-level summaries and presentations for leadership highlighting trends successes and gaps.

Recruitment & Counselor Support:

• Assists with the planning and execution of transfer recruitment to relieve workload from the Transfer Counselor.
• Builds and maintains relationships with community colleges counselors and pipeline programs.
• Coordinates workshops presentations and yield events specific to transfer populations.
• Provides advising support as needed to prospective transfer students and partners.
• Monitors transfer pipeline trends and develops strategies to increase application and enrollment yield.
• Primary focus is on transfer recruitment with knowledge of first-time freshman recruitment to provide support as needed.
• Strategic Partnerships & Initiatives:
• Coordinates implementation of Presidential Associate initiatives that expand CPPs reach and partnerships.
• Supports the design and execution of multi-tiered partnership strategies with community colleges K12 districts industry government and nonprofit organizations.
• Serves as project lead for assigned special initiatives ensuring timelines and deliverables are met.
• Prepares reports proposals and outcome analyses related to partnerships and new initiatives.
• Tracks external engagement activities to measure impact on access visibility and enrollment pipelines.
• Works with directors to embed new initiatives into the annual outreach cycle.
• Represents CPP at partnership meetings summits and community events as assigned.
• Researches grant opportunities or partnership models that align with enrollment goals and presents those opportunities to the Presidential Associate.

OREP:

• Participates in all OREP and divisional staff development staff meetings and major staff events to promote the University.
• Conducts testing of systems utlized by OREP (e.g. Cal State Apply application Slate information/communication system etc.)
• Adheres to laws and policies established regarding computer data records accounting and personnel by the California State
• University Cal Poly Pomona and OREP to demonstrate sensitivity and appropriate conduct as a University employee.
• Adheres to and advises prospective students properly regarding CSU admission policies and processes.
• Prepares and utilizes outreach reports detailing application admit and enrollment trends and analyzes prospective student inquiries to determine yield strategies.
• Performs administrative and programmatic duties as assigned including providing generalist support at the department service desk and telephones.
• Works extended hours weekends and evenings to support OREP programs and services as needed.
• Rotates on a needed basis to perform customer service duties and support the front- facing counter of OREP as determined by OREP leadership and/or operational need.
• Ensures compliance and maintains the integrity of prospective student applicant and student records; staff members are strictly prohibited from making unauthorized changes without explicit HEERA permission.

QUALIFICATIONS:

• Bachelors Degree - AND/OR the equivalent training and administrative work experience involving study analysis and/or evaluation leading to the development or improvement of administrative policies procedures practices or programs
• Four (4) years of related experience
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles problems and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques operations and systems analysis statistical and research methods and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

PREFERRED QUALIFICATIONS:

• Experience with CRM systems such as Slate including report creation communication flows and event management
• Demonstrated success in project management or process improvement in higher education or enrollment services
• Proven ability to develop and analyze key performance indicators (KPIs) to assess program effectiveness
• Familiarity with enrollment technologies to support outreach and recruitment
• Experience coordinating partnership initiatives with K12 schools community colleges industry or nonprofit organizations
• Strong ability to prepare executive-level reports and presentations that translate data into actionable insights
• Prior experience supporting transfer student recruitment or pathway programs while balancing multiple high-impact projects under tight deadlines.
  
  
  

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 theCalifornia State University 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 theCalifornia State University Background Check Policy.

CSU Classification Salary Range

This position is part of the (UNION) bargaining unit (UNIT). The CSU Classification Standards for this position are located on theCSU Classification Standards CSU Salary Schedule is located on theCSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $XXXX and maximum $XXXX 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 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 theI-9 Acceptable Documents website.

University Driving Requirement

Positions 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 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.

Conflict of Interest

This position is a designated position in the California State Universitys 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 theConflict of Interest 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. Read more at theCalifornia Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation including the Jeanne Clery Campus Safety 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 atCal Poly Pomonas Annual Security ReportandCal Poly Pomonas Annual Fire Safety Report.

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 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.