Presidential Aide

Type of Appointment: Full Time Probationary

Job Classification:Confidential Administrative Support II

Anticipated Hiring Range: $7916 - $9583 per month

Work Schedule:Monday - Friday 8:00am - 5:00pm


THE DEPARTMENT:

The President is the Chief Executive Officer of the University and is responsible for all operational and strategic aspects of the University including student recruitment retention and graduation academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach collaboration and fund raising. The Presidential Aide provides executive support to the President in fulfilling responsibilities promoting institutional objectives and facilitating the achievement of the goals established in the Universitys strategic plan.

DUTIES AND RESPONSIBILITIES:

Daily Preparation Briefings and Executive Office Support:

• Develop and maintain a daily run-of-day (ROD) for the President including key objectives contacts locations timing and critical context for each engagement.
• Coordinate briefing materials (background talking points bios prior correspondence and decision memos) with cabinet members staff and subject-matter experts.
• Ensure materials are accurate well-organized and delivered in a timely manner; follow up on missing information and clarify any inconsistencies.
• Anticipate needs remove administrative barriers and ensure the President is set up for success across engagements and deliverables.
• Track key outcomes commitments and follow-ups from meetings and events; route action items to appropriate owners and monitor completion as requested.
• Coordinate office operations including support for special events visitors and cross-functional projects as assigned.
• Handle sensitive and confidential information with discretion; use sound judgment in decision-making and escalation.
• Provide support for other executive office functions as required and help foster a collaborative service-focused team environment.

Executive Communications and Office Coordination:

• Coordinate executive correspondence and communications by partnering with the director of executive communications including intake requests gathering background routing drafts for review/approval and ensuring final materials are accurate timely and aligned with the Presidents voice and priorities.
• Manage incoming communications: triage route and track items; coordinate recommended responses and maintain a reliable follow-up system with clear ownership and deadlines.
• Coordinate closely with the director of executive communications and other members of Strategic Communications Government and External Affairs University Advancement and other offices to align messaging review cycles approvals and schedules for presidential communications and public-facing deliverables.
• Represent the Office of the President with a high level of professionalism and discretion in interactions with internal and external stakeholders.

Travel Planning and Expense Support:

• Coordinate travel logistics including itineraries transportation lodging ground transfers security/protocol considerations and contingencies for schedule changes.
• Prepare comprehensive travel packets (itinerary contact list maps event details briefings and required documentation).
• Support travel-related documentation and reimbursements in alignment with CSU and Cal Poly Pomona policies and required approvals; organize receipts and records as needed.
• Coordinate with hosts and event organizers to confirm timing protocol speaking roles and onsite requirements.
• Coordinate with the administrative operations specialist to ensure prompt submission of travel expense claims.

Records Maintenance and Administrative Systems:

• Maintain accurate well-organized electronic and physical records for the Office of the President including correspondence schedules approvals and reference materials.
• Establish and follow records retention confidentiality and access practices consistent with university requirements.
• Track and manage documents requiring review/signature; confirm completeness and obtain necessary supporting materials.
• Maintain office administrative systems (contact databases distribution lists filing conventions shared calendars) to ensure continuity and reliability.

QUALIFICATIONS:

• Bachelors Degree - Bachelors degree or equivalent combination of education and relevant experience.
• Driver License Valid and in State
• Minimum of five (5) years of progressively responsible executive administrative support experience preferably supporting senior executives. Demonstrated ability to manage complex scheduling competing priorities and frequent change with professionalism and composure. Excellent written and verbal communication skills including the ability to coordinate executive-level correspondence and communications in partnership with an executive writer and communications colleagues (intake background gathering review cycles and final quality control for clarity tone and accuracy). High degree of discretion and proven experience handling confidential and sensitive information. Proficiency with modern office productivity tools (email/calendar word processing spreadsheets presentations collaboration platforms).
• Demonstrates outstanding organizational abilities with meticulous attention to detail consistently delivering precise high-quality work within established deadlines. Strong interpersonal skills and customer-service mindset; able to build trust with senior leaders and diverse stakeholders. Ability to exercise independent judgment anticipate needs and escalate issues appropriately. Ability to synthesize information from multiple sources and prepare concise briefings. Strong time management and prioritization skills; able to manage interruptions and shifting demands. Ability to work effectively with minimal supervision and as part of a team.

PREFERRED QUALIFICATIONS:

• Experience in higher education public sector or other complex mission-driven organizations.
• Experience supporting a president/chancellor executive-level leader or governing board.
• Demonstrated project coordination experience (planning tracking deliverables and driving follow-through).
• Familiarity with protocol event planning and/or donor and community relations.
• Experience with records management retention schedules and document control practices.
  
  

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.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicants current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

The CSU Classification Standards for this position are located on theCSU Classification Standards website. The 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 $4687 and maximum $11223 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.

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.

As a federal contractor Cal Poly Pomona complies with the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

For other important employment notices we invite you to visitCal Poly Pomonas Employment Noticesweb page.