Academic Programs Administrative Analyst

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union - Unit 9

Job Classification: Administrative Analyst/Specialist – Non Exempt

Anticipated Hiring Amount: $3,518 - $4,933 per month

Work Hours: Monday – Friday 8:00am-5:00pm

THE DEPARTMENT

The Office of Academic Programs is one of six areas in central Academic Affairs that serves the student and faculty population. The Office provides strategic, tactical, and administrative leadership and oversight on matters related to undergraduate and graduate programs and curriculum, class scheduling, General Education programs, academic policies, assessment of student learning, academic quality and program integrity, program reviews, and specialized/regional accreditation. The Office is responsible for the oversight, communication, and enforcement of CSU policies, Executive Orders, and Presidential Directives related to Academic Programs.

DUTIES AND RESPONSIBILITIES

General Administrative Functions

• Provides complex and confidential administrative support to the staff and faculty fellows in the Office of Assessment and Program Review, to the Senior Curriculum Specialist, and to the Faculty Director of Undergraduate Studies and General Education.
• Under minimal supervision performs a wide range of administrative tasks related to operations and procedures for assessing student learning, program review, curriculum, undergraduate programs and general education.
• Duties include, but are not limited to, such functions as the analysis, design, implementation, and evaluation of various administrative systems to support assigned programs and projects.
• Advise management on policy and procedures related to the finances, budgets, and related operational functions of assigned programs and projects.
• Act as a resource on the policy and procedural matters related to assigned programs and projects.
• Establish and maintain working relationships with staff, faculty, and administrators in support of the assessment, program review, and curriculum development and review process.
• Responsible for the logistics of meetings of the Academic Assessment Committee, the Program Review Committee, and the University Curriculum Committee.
• Responsible for maintaining the websites for Assessment and Program Review, Curriculum, and Undergraduate Studies and General Education.

Curriculum Functions

• Provide support for the process for all undergraduate and graduate course and program proposals.
• Knowledge and understanding of and ability to apply the University and CSU curriculum development processes, policies, timelines, and deadlines in the curriculum review process.
• Assists in editing and maintaining the University Curriculum Development Guide.
• Assists in the development and updates of business process guides for the PeopleSoft Course Catalog and Enrollment Requirements.
• Reviews and analyzes non-GE and GE course proposals and tracks its progress in Curriculog; ensures compliance with campus and CSU policies governing course development and modification; prepares proposals for the next review/approval step within Curriculog; communicates feedback for changes with faculty.
• Prepares list of new and modified non-GE course proposals for University Curriculum Committee (UCC) review; communicates UCC feedback for changes to
• college/department; coordinates/makes updates as requested in Curriculog; update proposal status of non-GE course proposals in Curriculog.
• Prepares Academic Senate referrals for new and updated GE course proposals for Academic Senate - General Education (AS-GE); coordinate with the AS-GE Chair on feedback for changes to college/department; coordinate/make updates as requested in Curriculog; update proposal status of non-GE course proposals in Curriculog.
• Assists in the coordination of the University Faculty consultation step for all new and modified course (GE and non-GE) proposals; communicates list of courses available for consultation via email with Deans, Associate Deans, Department chairs, and faculty; responds to inquiries from colleges and departments regarding feedback comments on course proposals.
• Updates the GE course list in the University Catalog via Acalog annually.
• Assists in the review and analysis of program requirements; verifies required and elective area units; identifies GE courses to be double counted; determines unrestricted/restricted elective units; confirms total units to degree; ensures compliance with all applicable campus and CSU program policies.
• Coordinates curriculum sheets review process; make changes resulting from policy changes; sends proofs to academic departments and Registrar's Office for review; consults with Senior Curriculum Specialist on curriculum sheet changes; communicate with department personnel to clarify changes when needed; notifies campus community when curriculum sheets are available online.
• Assists in the update of the University Catalog via Acalog; creates catalog edit files; reviews, research, and enters mandatory catalog copy provided by Chancellor's Office into Acalog; reviews, analyzes, and enters catalog edits from academic offices and departments into Acalog; ensures changes have been approved through the curriculum review process and are compliant with campus and CSU policies.
• Assists in the update and maintenance of the PeopleSoft Course Catalog and Enrollment Requirements; sets-up honors, service-learning, special session degree, and contract credit courses; enters approved curricular changes from the University Curriculum Committee and the Academic Senate - General Education Committee; enters approved catalog edits and galley proof edits; collaborates with the Office of Academic Planning and Resources on curriculum changes that impact the PeopleSoft Schedule of Classes.

Assessment and Program Review Responsibilities

• Provide support for assessment and program review processes and activities
• Develop templates and prepare documents to facilitate the work of the office under the guidance of the coordinator or designee
• Organize in-person, virtual meetings, and events for the office, and undertake relevant subsequent tasks
• Track program review processes and documents (include accredited programs); submit referrals as needed to the Academic Senate
• Communicate with external reviewers at various points as directed by the coordinator and/or the Faculty Fellow for Program Review, including items in the external reviewer’s package (official letter, vendor form, reviewers responsibilities, self-study, etc.)
• Assists in the overall communication with departments/colleges and/or external reviewers; manage, monitor, and respond as appropriate to office emails
• Track and store artifacts, plans, data, and reports for learning outcomes assessment,
• such as GE-SLOs
• Responsible for event organization, planning, and implementation, such as the Summer Assessment Institute
• Prepare travel forms for sponsored faculty for workshops, conferences, etc., including payment for registration sponsorships
• Track faculty participation is assessment events and meetings
• Develop and process contracts/stipends/honoraria for faculty related to special assignments, CSU employees, and non-system entities
• Process payments and maintain budget records for assessment and program review activities
• Update the Office of Assessment and Program Review's website
• Supervise the student assistant in coordination with the Coordinator of Assessment and Program Review (daily tasks, time sheet, calendar, etc.)

QUALIFICATIONS

• Bachelor's 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.

Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

Preferred Qualifications

• Previous experience in a higher educational environment
• Ability to work independently, to take initiative and plan, organize and perform complex work in various situations
• Familiarity with CPP departments and their functions
• Excellent writing and proofreading skills
• Strong organizational skills
• Possess excellent time management skills

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 CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s 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

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 information. In 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 candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit. The CSU Classification Standards for this position are located on the following site:

Employment Eligibility Verification

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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 ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

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