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 recruitment activities for international prospective students. The Office is meeting the nonresident 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:
Admission Counseling (with an emphasis on International Admission Counseling)
Informs and advises all prospective students and their families on a variety of issues ranging from CSU admissions eligibility, major choices, and admissions possibilities. Provides advisement on admissions procedures/policies and entrance requirements. The incumbent is expected to be well-versed on the University resources and the campus asa whole.
Provides comprehensive admission advising to all applicants, with an additional emphasis on international applicants, and is knowledgeable about all of the complexities of international educational systems, grading scales, transcripts, checklist and course equivalencies. This includes but is not limited to in-person, telephone, and virtual admissions advising, development of an educational plan to facilitate university admission, counsel on impaction and impacted major admission, advise regarding CSU eligibility, explanation of application deficiencies, and advise about alternatives to be eligible for future terms.
Conducts admission workshops and presentations with a specific focus on international student admission requirements.
Advise applicants and admitted students regarding degree requirements and Cal Poly Pomona policies and procedures. This involves explaining the complexities of general education, certification, transfer of college/university/AP/IB credits and units, as well foreign curriculum and grading scales. Guides applicants on how to research admissions requirements, articulation agreements and available programs and services.
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).
Prepares materials, speaking points, data, training, etc. for other university representatives as it relates to international students at California community colleges and high schools. Responsible for interpreting, reconciling and implementing federal, state, California State University (CSU), university, and departmental policies. The incumbent must keep abreast of federal, state, CSU, University and global and regional issues/trends that impact students in higher education.
Utilize tact and sensitivity regarding immigration status, visa status, academic/administrative disqualification, financial hardship, academic preparation, and any other personal issues.
Assist Associate Director with providing yield recommendations for international students, utilizing institutional, national and international data and aforementioned international education market analysis. Activities and strategies may include, but are not limited to, on-campus and off-campus events, international admissions workshops, in-person and virtual presentations, etc.
Resolves problems referred by faculty, staff and/or the general public regarding international admission requirements and CSU/CPP policies.
Establishes and maintains appropriate network of professional contacts. Maintains current with professional organizations and publications. Attends and participates in meetings, conferences.
Serve as a key liaison with student services/support and administrative units on campus and with the community, including the International Center and Cal Poly English Language Institute.
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 oversight of the international admissions webpages, ensuring that content updated, accurate and compressive. Oversees the international admissions and international transcript email inboxes and provides support to the Admission inboxes.
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.
Maintains a strong working knowledge of requirements and policies that pertain to CSU admissions, impaction, transfer articulation, language proficiency, residency and residency reclassification.
Assists Associate Director with the coordination of the international student communication plan, and is 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.
Serves as a back up/resource for domestic admission counselors.
International Coursework, Credit Evaluation and Admission
Analyze foreign high school and college equivalences to ensure coursework meets college preparatory and university requirements. Compare and convert international grading systems to U.S. system, as well as assess eligibility of credit for high school year thirteen and A-level coursework.
Evaluates domestic and international high school and college transcripts to determine University admissibility at the graduate and undergraduate levels. This includes conducting initial reviews of international admission candidates and the final audit of admitted students.
Maintains a relevant, working knowledge of the trends within international admissions and education and stays abreast of educational systems worldwide. Including strong knowledge of common foreign educational curriculums/examinations such as International Baccalaureate (certificate and degree), Cambridge International (GCSE, IGCSE, A-Level, O-levels), Indian Boards (CBSE, CISCE-ICSE/ISC, etc.), etc.
Utilizes foreign credential tools, services and resources (such as World Education Services, Electronic Database for Global Education, etc.) for international education system/grade equivalencies for the appropriate advising of international applicants.
Analyze and post transfer credit for a varying array of foreign schools. This includes but is not limited to verification of foreign institution accreditation, determination of international unit value and applicability to course satisfaction, and determination of credit granted and degree requirements satisfied. This includes but is not limited to international transfer credit for incoming students and Study Abroad.
Review international course equivalencies across the CSU to ensure comparable practices serve as the department authority for international coursework evaluation.
Assists with determining residency for new and continuing students. Keeps abreast and remains current with all residency guidelines as established by the CSU Chancellor's office.
Reviews residency questions, policy, and processes questionnaires in accordance with CSU Residency policies and procedures.
Works with the Residency Coordinator to ensure timely, accurate, and clear communication in all matters pertaining to residency.
Provides residency counseling for initial and reclassification requests.
Ensures CPP residency practices and procedures are in line with CSU Chancellor's Office guidelines and are consistent with other campuses.
Ensures department leadership is kept abreast of all residency requirements and changes.
Serve as the backup to the residency coordinator for process and counseling.
Serve as the principle liaison with campus departments (e.g. International Center, Housing, Orientation Services, etc.) for purposes creating a smooth admission through enrollment experience. Triages and resolves international applicants and admits issues, escalating to management when warranted. This includes but is not limited to admission, appeal and residency decisions; and transcript processing/receipt.
Serves as first point of contact for constituents requesting partnership or collaboration related to international admissions functions and services. This includes but is not limited to international admission presentations, trainings and departmental representation.
Coordinates departmental representation at campus and constituents' activities, including the development of necessary content.
May serve as a Designated School Official (DSO) if warranted by the International Center and Office of Admissions for the purposes of issuing I-20's.
Office of Admissions
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 regards 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.
Works extended hours, weekends and evenings in support of Office of Admissions programs and services.
Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public/business administration, communications, or 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.
Possession of these knowledge and abilities is typically demonstrated through the equivalent of two 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 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, multisexed 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; and, 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 with regard to other program or service areas Services Office. Possession of these knowledge and abilities typically is demonstrated through the Experience requirements above.
Knowledge of Office of Admissions programmatic functions and operations.
Experience with international transcripts and foreign educational systems.
Cultural/social awareness as it relates to the needs of international students/non-resident
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 clearly 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. Advising international applicants.
Minimum of four years' experience in higher education, with a minimum of two years in international/non-resident admissions or pre-admissions and administration.
Minimum of two years experience with international transcript and credential evaluations
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.
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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.
Cal Poly Pomona will make a conditional offer of employment, 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 criminal conviction history, considering such factors 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. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.
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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Child Abuse/Neglect Reporting Act (CANRA) (Include this verbiage when the position being recruited has been designated as a Mandated Reporter)
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. See policy at https://apptrkr.com/get_redirect.php?id=3653332&targetURL=
Child Abuse/Neglect Reporting Act (CANRA) (Include this verbiage when the position being recruited has been designated as a Mandated Reporter)
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. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.
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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml.
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.