Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union (CSUEU) – Unit 9

Job Classification: Pub Affairs/Comm Spec

Anticipated Hiring Amount: $3,338 – $3,500 per month

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

THE DEPARTMENT

Enrollment Management & Services (EM&S) advances the educational mission of the University by providing leadership for the University's enrollment planning and management efforts. The department is responsible for providing comprehensive services and programs that promote student recruitment, matriculation, financial support, and academic success. Specific responsibilities include enrollment management and providing associated services to a variety of stakeholders utilizing the PeopleSoft enterprise system, supplemental software applications, and comprehensive reporting systems that support the enrollment planning process with critical data for student, academic, and financial planning.

The Office of Student Systems and Operations (SSO) was formed to provide ongoing coordination and continuity between Enrollment Management and services, and the University's central enterprise systems support teams. SSO supports EM&S administrative offices, academic departments, faculty, staff, and students in using PeopleSoft Campus Solutions and related student systems. SSO objectives are to maximize the benefits of PeopleSoft; interact with the University's Division of Information Technology and other central systems support organizations; advise and alert other administrative areas on potential impacts; coordinate system usage and changes; manage system upgrades; and create support, and maintain EM&S ancillary systems.

Communications Development

DUTIES AND RESPONSIBILITIES

Develop, plan, and execute communication, public affairs, and media programs including research and identification of objectives in support of EM&S initiatives.
Develops themes and concepts and oversees the creation of content and communication materials. Be the expert on utilizing all available communication platforms and offer expert advice on best practices using these tools, which include Cascade CMS, Constant Contact, Slate CRM, Ocelot, PeopleSoft 3C, and others.
Aligns EM&S communication plans with the university's and academic affairs' strategic plan.
Support the Sr. Associate Vice President and Director with systemwide presentations, news outlet requests, and campuswide communication regarding EM&S initiatives.
In coordination with the Director, oversee the Ocelot artificial intelligence chatbot available to all students, which includes managing the knowledge database, executing and assessing content, keeping knowledge up-to-date, and working with campus partners. Establish and maintain a directory of over 1000 questions. Regularly work with EM&S and campus partners on reviewing the Chatbot's knowledge base. Respond live to students' specific questions that cannot be answered by Ocelot.
In coordination with the Director and other members of the EM&S leadership team, develop and implement an integrated approach to student services and communication as part of a student success plan for EM&S.
Develop and publish monthly an EM&S newsletter.
Assess current and new technologies and communication strategies to improve effectiveness (i.e., chat, text, etc.).
Support EM&S initiatives that reach out to targeted student populations (i.e., part-time students, students who have stopped out, orientation students who didn't complete the registration process, etc.) through the development of a comprehensive and strategic communication plan.
Partner with Strategic Communication (StratComm) to collaborate on university-wide student success campaigns and ensure that messages align with campus priorities.
Partner with Information Technology and Institutional Research to develop, design, and/or enhance student portal (i.e., MyCPP) and student technology interfaces (MyCPP mobile app, etc.).
Create, produce, narrate, and maintain How-To videos using iMovie and/or Adobe Premiere for various processes used by students, faculty, and staff in the PeopleSoft student information system.
Ensure that all content and videos are accessible (i.e., include closed captioning).
Maintain an interactive social media presence with students to inform them about important dates/deadlines and support programs/services that could facilitate admissions, financial aid, and timely graduation and prevent roadblocks along the path towards graduation. This requires daily use of the following social media platforms: Facebook, Twitter, Instagram, and YouTube.
Coordinate marketing efforts to promote EM&S services and departments. This includes updating websites and printed materials. Overseeing online communication avenues such as social media, email, etc.
Actively participate in division and campuswide committees that contribute to communication and programmatic efforts.
Ensure that Federal copyright laws are followed in all communication that includes images, music, intellectual property of others, etc.

Assessment & Recommendations

Assist with the development and administration of surveys, focus groups, etc., to determine student satisfaction service and communication delivery and preferred mode of communication.
Review the EM&S websites and messaging for accuracy, ease of use, context, and currency and make recommendations for improvement.
Assess current and new technologies and communication strategies to improve effectiveness (i.e., chat, text messaging, etc.)
Audit EM&S-related forms and consult/make recommendations for streamlining content and publication of forms on various websites.
Based on data gathered and assessments, make recommendations to the Director regarding areas of improvement in student communication content, strategies, and delivery methods.

Program Support

Download data from various sources, including Tableau, Ocelot, Billy Chat, and others, to create pivot tables and provide data visualization tools to easily decipher data by student demographics. Analyze data for student patterns and create communication campaigns to assist students who are in need, i.e., students who have stopped out, students who haven't finished registering for classes, etc.
Partner with campus offices on strategically onboarding new students and creating reminders/content for incoming and continuing students regarding important deadlines, activities, etc.
Serve on a Financial Aid work group for the FAFSA and DREAM Act communication campaign; collaborate on messaging to the appropriate students, send reminders to students, etc.
Coordinate updates and enhancements to the various knowledge database systems, including Ocelot, to maintain accuracy and efficiency.
Based on assessments and data gathered, make recommendations to the Director regarding areas of improvement in student communication.
Conduct informational presentations on behalf of EM&S.
Lead 1-3 student assistants across EM&S departments in communications projects, graphics design, peer mentoring and outreach activities, including interfacing with their peers on CPP's official social media accounts and tabling events.

Strategic Planning And Materials

Regularly download and aggregate data from various data sources, including Ocelot.
Create data visualization tools such as tables and graphs of specific student demographics, along with an analysis of student patterns. This data is used to understand better our progress on our Strategic Enrollment Models (SEM) and GI 2025 goals.
Create and maintain a virtual communications toolkit, including email and documentation templates suitable for use on various platforms (i.e., PeopleSoft XML Publisher, Constant Contact, Slate CRM, Campus Logic, and others).
Collaborate with our partners in Student Success, New Student Programs and Family Engagement, and Outreach & Recruitment.
As a subject matter expert with Ocelot our artificial intelligence Chatbot, collaborate with the vendor and various CSU campuses to create a network of bot communicators and best practices. Develop a culture where knowledge and best practices can be shared between campuses. Continue to develop the directory of knowledge for Ocelot as it relates to ongoing business continuity planning.

Qualifications

Knowledge of the fundamentals of public affairs and/or media relations and/or some exposure to marketing and marketing research. This background normally is obtained through a college degree, which includes relevant coursework in the field and up to two years of related professional or technical experience.
Strong written and verbal communication skills with a solid foundation in grammar, spelling, and the composition of various communication vehicles are essential.
Foundation knowledge of general practices, methods and procedures related to public affairs, media relations, marketing, and/or sports information. Ability to keep abreast of public policy and public affairs issues.
Working knowledge of protocols and institutional etiquette related to public and media relations.
Basic knowledge and understanding of media outlets including print, television, and radio. Ability to work with the media for the coverage of events.
Basic knowledge of market research and related techniques. Working knowledge of summary statistics as they relate to research or sports information.
Basic knowledge of applicable copyright and other laws pertaining to written materials, news media and confidentiality.
Working knowledge of applicable software packages.
Knowledge of basic web communication techniques, vehicles and formats.
Strong writing and editing skills to quickly produce clear and concise standard documents for internal and external publication.
Ability to appropriately handle sensitive and confidential information.
Strong interpersonal skills to develop and maintain relationships within the University and community and with the media.

Preferred Qualifications

Five years of related professional or technical experience preferred.
Experience working in a higher education setting and developing communication strategies for a diverse college student population.
Experience with Graphics/Web Design through tools such as Cascade and Adobe Ilustrator.

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/.

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 https://calstate.policystat.com/policy/13813878/latest/ .

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. 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)

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/.

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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

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 .

CSU Classification

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $3,338 and maximum $5,653 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

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. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

EEO

Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf .

Other Notices

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

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