Admissions Counselor - Returning Students

Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: Academic Professionals of California– APC (Unit 4)
Job Classification: Student Services Professional II
Anticipated Hiring Range: $4,841 per month
Work Hours: Monday – Friday, 8am – 5pm, unless notified otherwise

THE DEPARTMENT:

The Office of Admissions is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy. The division has adopted a set of values that every Academic Affairs staff member is responsible for promoting. In performing the duties assigned to this position, all staff members are expected to consistently demonstrate attitudes and behaviors that are in keeping with these divisional values. The Office of Admissions is responsible for admissions activities for all undergraduate and graduate students, as well as the counseling and admission evaluation activities for international prospective students. The Office is meeting the non-resident goals of the university by promoting the image of the University, its programs and uniqueness both domestically and internationally.
The Office is also charged with assisting with the setting and meeting of the enrollment goals of the university via strategically reviewing trends, needs and capacity issues; planning with Deans and senior management; developing relationships with the campus and external communities; providing timely, accurate and comprehensive services to students and the campus throughout the recruitment, admission and enrollment processes. The Office is responsible for compliance with federal, state, CSU system and University requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU Chancellor's Office, and the external community. Application processing, eligibility determination, counseling, reporting and enrollment planning are primary functions of this office. The Office of Admissions is housed within the Division of Academic Affairs and reports to the Senior Associate Vice President of Enrollment Management & Services. The Office plays a leadership role in enrollment management and planning, in conjunction with other campus constituents.

DUTIES AND RESPONSIBILITIES:
Admissions and Counseling
Informs and advises all prospective students and their families on a variety of issues ranging from CSU admissions eligibility, career and major choices, and admissions possibilities.
Responsible for emails to students and performs communication audits to ensure accuracy as well as formulating new emails that will go out to prospective students.
Works with prospective students and high school and community college counselors in the navigation and use of ASSIST (a computerized student-transfer information system that is the official repository of articulation for California's colleges and universities) and TES (repository for campus articulation agreements with non-California and California 4-year colleges/universities).
Provides the most accurate and up-to-date information available about student transfer, CalStateApply, and online resources designed to help students and their families learn about the CSU system select a CSU campus to attend and apply for admission.
Ensures that student assistants in the Office of Admissions as well as other students and staff who interact with incoming students are up-to-date on admissions policies and procedures.
Evaluates transcripts to determine admissibility and works with the PeopleSoft student information system and On Base (Cal Poly Pomona's web-based student academic record database) and tracks records of individuals contacted, and performs follow-up tasks required by the tracking system.
Guides prospective students on how to research admissions requirements, articulation agreements and available programs and services.
Provides useful information regarding potentially sensitive issues and works to achieve a satisfactory result for prospective students and on and off-campus constituents.
Refers prospective students, off-site school personnel, community contacts to the appropriate office when information requests are beyond the scope of the admissions counselor.
Maintains current knowledge of student services professional practices, counseling theories, enrollment management strategies, enrollment trends both for the university and nationally, and admissions policies and procedures from Title 5 of the California Code of Regulation and the CSU Chancellor's Office.
Responsible for the various departmental email inboxes and support phone lines.
Makes sure that we have a consistent response and follow up with people in a timely manner. Provides quality assurance across all levels of communication with internal and external constituents.
Provides advisement on admissions procedures/policies and entrance requirements, CPP majors and academic programs, financial assistance, housing, student life, athletic programs and career opportunities.
Triages and solves student application, admission, denial and appeal issues.
Maintains a strong working knowledge of requirements and policies that pertain to CSU admissions, impaction, transfer articulation, language proficiency, residency and residency reclassification.
Interacts effectively with applicants, students, faculty, staff, administrators and the general public over the telephone, via email, and at the service counter.
Conducts admission workshops for admitted students and campus and community partners.

Re-Admission Counseling and Service
Assists with the creation and implementation of the returning student life cycle (inquiry, advising, application, and readmission).
Maintains inquiry database (e.g. slate, formstack, Qualtrics, etc.) and ensures prospect coding is current in Peoplesoft for accurate data, reports and communications.
Conduct search/match as needed to maintain accuracy of data in campus system of record. Collaborates with related departments (e.g. Registrar's Office, Bronco Advising Center, etc.) to ensure timely review and responses are provided to prospects based on academic profile (e.g. senior standing, negative standing, etc.).
Develops prospective returning student communication for all levels of inquiries (good standing, negative standing, traditional returning, returning transfer, senior standing, less than senior standing, etc.).
Serves on the campus Returning Student Workgroup, providing guidance on policy and practice. Informs and advises all prospective returning and returning transfers on re-admission eligibility requirements.
This includes but is not limited to CSU eligibility requirements, campus admission practices, supplemental impacted course requirements, course articulation, and CPP multifactor admission model.
Maintains strong knowledge of the complexities of academic standing, academic policy (e.g. academic renewals, withdrawal petitions, etc.), transfer GPA, and CPP GPA as it relates to the admission practices for returning students.
Provides the most accurate and up-to-date information available about reapplication to CPP via CalStateApply. Evaluates transcripts and /or prior CPP work to determine returning transfer eligibility.
Maintains current knowledge of student services professional practices, counseling theories, enrollment management strategies, enrollment trends both for the University and nationally, and admissions policies and procedures from Title 5 of the California Code of Regulation and the CSU Chancellor's Office.
Triages and solves student application, admission, denial and appeal issues.
Maintains a strong working knowledge of requirements and policies that pertain to CSU admissions, impaction, transfer articulation, language proficiency, residency and residency reclassification.
Interacts effectively with applicants, students, faculty, staff, administrators and the general public over the telephone, via email, and at the service counter.
Assists with general admission counseling for non-returning students, as needed.

Re-Admission Evaluation
Responsible for the admission evaluation and processing of returning and returning transfer students. Including but not limited to application downloads, requirement review, unit calculation, etc.
Utilizing prior CPP work and coursework done subsequently to assess applicants for transfer and supplemental impacted requirements (if applicable).
Collaborates with Bronco Advising Center (BAC) regarding applicants who left CPP in negative standing to assess strategies or steps student has taken (or could take) to improve CPP GPA.
Refers files to academic department (as appropriate) when necessary for admission decision.
Assists with the admission review for regular (non-returning) applicants, as needed.

Office of Admissions Administration Support
Participates in all Office of Admissions, Enrollment Management & Services, and divisional staff development and staff meetings, and attends all major staff events to promote the University.
Conducts testing of admission systems and modifications (e.g., Cal State Apply application, Slate information/communication system, etc.).
Adheres to laws and policies established in regard to computer data, records, accounting and personnel by the California State University, Cal Poly Pomona, and the Office of Admissions to show sensitivity and appropriate conduct as a university employee.
Adheres to and properly advises prospective and admitted students regarding CSU residency policies.
Prepares and utilizes enrollment reports detailing application, admit and enrollment trends and prospective student inquiry analysis to determine yield strategies.
Performs administrative and programmatic duties as assigned.
Including but not limited to providing generalist support at the department service desk and telephones.
Incumbent will perform customer service duties and support the front-facing counter of Admissions on a rotation/as needed basis as determined by the Lead Admissions Counselor and operational need.
Works extended hours, weekends and evenings in support of Office of Admissions programs and services

QUALIFICATIONS:
Combination - Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job-related field.
Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
DL NUMBER - Driver License, valid and in-state
Possession of these knowledge and abilities is typically demonstrated through the equivalent of two (2) years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth.
A master's degree in a job-related field may be substituted for one (1) year of the professional experience.
Working knowledge of the practices, procedures and activities of the program to which assigned; general knowledge of the methods and problems of organizational and program management.
General knowledge of research and interview techniques; and of the principles of individual and group behavior.
Ability to:
Interpret and apply program rules and regulations
Use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements
Obtain factual and interpretative information through interviews; reason logically; collect, compile, analyze and evaluate data and make verbal or written presentations based on these data
Advise students individually and in groups on routine matters where required
Recognize multicultural, multi-sexed and multi-aged value systems and work accordingly
Establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts
Rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned.

Demonstrated ability to make decisions and carry through actions having implications regarding other program or service areas services office.

PREFERRED QUALIFICATIONS:
Knowledge of Office of Admissions programmatic functions and operations.
Must have the ability to present and articulate complex requirements and policies concerning admissions.
Be able to:
Respond to in-person, telephone and electronic inquiries.
Cultural/social awareness as it relates to the needs of returning and re-entry students.

Knowledge of counseling techniques and theories, demonstrates compassion for student needs as well as to faculty and the surrounding community, demonstrates patience, objectivity, responsiveness, persuasiveness, independent decision making.
Communication/Interpersonal - Communicates dearly through a variety of modes that include: verbal, written and presentational, demonstrates effective listening skills.
Planning and Organization - Ability to plan and organize personal visitation schedules, develops comprehensive program components, sets realistic goals and prepares strategies for goal attainment.
Analytical -Assesses various strategies to efficiently carry out assigned duties.
Teamwork - Promotes the group over the individual, makes the success of the unit a top priority, and works well with co-workers and colleagues, responsive to requests from constituent groups.
Technology-Utilizes technology to maximize efficiencies and economies of scale.
Diversity - Ability to effectively interact with students at all class levels from varied cultures and backgrounds.
Leadership - Possess self-motivation, initiative and problem-solving skills in order to seek out solutions.

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona's future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence's website .
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 the California 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 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 the California State University Background Check Policy .
CSU Classification Salary Range

This position is part of the APC bargaining unit 4. The CSU Classification Standards for this position are located on the CSU 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 $4,841 and maximum $6,884 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 the I-9 Acceptable Documents website .
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 the California 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 Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona's Annual Security ReportandCal Poly Pomona's 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 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 toEmployment 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 .

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.