Academic Support Specialist

Type of Appointment: Fulltime, Probationary

Job Classification: Administrative Support Coordinator I

Anticipated Hiring Range: $3,864 maximum

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


THE DEPARTMENT:

The Office of Student Success provides leadership for various units dedicated to supporting the diverse student body at Cal Poly Pomona. It oversees the coordination of academic advising initiatives, the development and implementation of academic intervention programs, and efforts to help students make timely progress toward degree completion. Additionally, the office manages academic policies, university advising, related initiatives, and strategic planning to enhance student success. The office handles a range of student petitions, including general academic issues, retroactive withdrawals, grade appeals, academic renewal, and the recording of culminating experiences. It also provides oversight for Academic Engagement and Success (AES), Strategic Initiatives for Student Success, and Access and Transitions. For more information, visit the Office of Student Success website. Collaboration is central to the Office of Student Success, which works closely with Academic Programs, Enrollment Management Services, Student Affairs, and College leadership to support students in achieving their academic goals. Academic Engagement and Success (AES), a unit within the Office of Student Success, is responsible for handling specific academic petitions, such as retroactive withdrawals and grade appeals. AES also oversees key programs and services, including the Bronco Scholars Program, Learning Resource Center (LRC), First-Year Experience (FYE), Common Read, PolyTransfer Program, I Am First, Bronco Navigators, and the Reading, Advising, and Mentoring Program (RAMP).

DUTIES AND RESPONSIBILITIES:

• Oversight and implementation of make-up testing that includes monitoring faculty request forms and responding to email inquiries; coordinating scheduling of proctors and exam rooms; verifying requests for accuracy; scheduling student exam times within CPP Connect; gathering and uploading testing material with instructions; and administer testing with student proctors. Ensure security of test materials by filing them promptly and appropriately.
• Maintain logs of all tests administered in the LRC. Check-in examinees, verify identification, and provide proper testing instructions. Make sure that only permitted items are carried into the testing room, and that remaining possessions are properly stored. Monitor examinees while testing to ensure that testing regulations are strictly followed.
• Report incidents of academic dishonesty to the appropriate instructor and direct leads. Update electronic calendar with scheduled testing appointments.
• Ensure that all activities are conducted within the established guidelines of the Family Educational Rights and Privacy Act (FERPA). May need to adjust work schedule to accommodate evening and/or weekend testing.
• Collaborate with departments to support students in completing class placement assessments, such as the ALEKS Calculus Assessment, as well as other evaluations that contribute to student success. This coordination involves planning, scheduling, and overseeing the implementation of these assessments. Communicate effectively in a professional, tactful and courteous manner with students, employees, faculty and the general public on the logistics of testing including: any discrepancies in the requests; appointment invites with exam parameters; appointment details through email and/or CPP Connect; completed exams for pick-up. Provide lead direction with student proctors that includes: recruitment; interviewing; making recommendations for hire; training; evaluation; scheduling; paycheck distribution; and termination. Work directly with LRC Support Services Coordinator in planning and coordinating testing services. Create and disseminate communication and marketing.
• Assist LRC staff with capturing data on all its services including test proctoring for reporting purposes; scheduling rooms for LRC workshops/events; developing/maintaining business process guides; assisting with updating information on the LRC website. Serve as administrative backup to Support Services Coordinator and assist with front desk oversight.
• Provide general administrative and/or programmatic support to Academic Engagement and Success. Be a contributing member to the larger Academic Engagement and Success department and the Office of Student Success. Assist with outreach, marketing and programs when appropriate.
• May need to adjust work schedule to accommodate participating in OSS, AES, and CPP outreach events.

QUALIFICATIONS:

• High School Diploma/