Type of Appointment: Full-Time, Probationary 

Job Classification: Athletics Administration Professional III

Anticipated Hiring Range:$6,760 - $6,895 per month

Work Hours: Monday - Friday, 8am - 5pm, some nights and weekends based on operational need

Recruitment Closing Date: October 17, 2025

 

THE DEPARTMENT:

The Department of Intercollegiate Athletics functions as an integral part of the educational environment at Cal Poly Pomona. Its primary mission is to provide student-athletes with experiences that encourage their mental, physical, social and emotional development; enhance their capacity for working with others; and strengthen their decision making and leadership skills. The department also contributes to the campus community by conducting programs and presenting events in ways that effectively serve the public relations interests of the University and provide opportunities for entertainment and positive social interaction.

 

DUTIES AND RESPONSIBILITIES: 

Leadership and Oversight

• Support and lead the specific day-to-day operations of the Department of Intercollegiate Athletics.
• Lead and maintain a mission for the athletic department, coaches and student-athletes that is consistent with the mission of the University, the Division of Student Affairs, CCAA and the philosophy of NCAA Division II athletics.
• Serve as the on-site sport administrator in-charge for selected home and away sport contests.
• Participate and conduct active search and screen processes for professional staff and coaches.
• Support an organizational climate that emphasizes student academic success.
• Provide leadership to the academic counselor.
• Develop and maintain relationships with academic leaders and support services to contribute to that success.
• Demonstrate a strong commitment to providing leadership opportunities for student- athletes.
• Promote inclusiveness, and team building among coaches, staff, and students.

Compliance

• Serve as the department expert on compliance.
• Ensure that regularly changing rosters, squad lists, travel lists are accurate.
• Provide education, guidance and direction to coaches and staff on NCAA, Conference, CSU and department rules and regulations related to intercollegiate athletics.
• Serve as the lead/expert on the compliance software system (currently Teamworks) and create and manage effective workflow operating systems.
• Develop and conduct compliance briefings/updates for coaches and staff.
• Organize and maintain all student-athlete compliance forms.
• Oversee and approve team travel based on eligibility and medical clearance.
• Monitor the NCAA legislative database for rules interpretations.
• Monitor NCAA Eligibility Center for all student-athletes.
• Work with the Faculty Athletic Representative, Sr. Associate Athletic Director, Head Coach and Director of Athletics and all involved personnel, including assistant coaches, student-athletes, donors, CCAA, and NCAA, etc., to report violations as required.
• Process tracer reports and in/out student-athlete releases.
• Provide insight and guidance on NCAA legislative proposals.
• Conduct all rules education to student-athletes at the beginning of each year, and update during the year as needed.
• Provide rules education to campus personnel with compliance functions, including but not limited to admissions, registrar, financial aid, and housing.
• Work closely with the FAR and Head Athletic Trainer to submit Medical Hardship waivers and other eligibility waivers.
• Ensure declared championship and non-championship seasons, practice and competition schedules are declared prior to start of either season in each sport.
• In conjunction with FAR, Academic Adviser and SID monitor seasons of competition of current student athletes.
• Monitor and analyze all recruiting activity including but not limited to official and unofficial visits, tryouts and contacts.
• Oversee all countable related activities (CARA). Oversee NCAA coaching modules.
• Provide guidance on NCAA eligibility to department and campus personnel.

Athlete Grant-in-Aid (Scholarships), Admissions, Housing, Office of Financial Aid & Scholarships

• Prepare grant-in-aid scholarship agreements and ensure all student-athlete awards are accurate and are within NCAA allowable limits.
• Maintain a current and accurate accounting of all athletic aid, and aid not athletically related.
• Ensure this information is entered, accurate and maintained in Computer Assistant Internet (CAi - the NCAA software program). Prepare all changes of grant-in-aid.
• Liaison with student accounting for the issuance of awards.
• Works closely with Financial Aid & Scholarship liaison and coaching staff to ensure all student-athlete financial aid documents are submitted accurately and on-time.
• Works closely with University Advancement to process endowment and annual donor scholarships.
• Complete NCAA eligibility squad lists prior to the first outside competition per sport.
• Support budget development of team grant-in-aid budgets and team/department operations budgets.
• Coordinate the international and Western Undergraduate Exchange (WUE) fee waiver program.
• Serve as the lead with University housing and The Village for campus housing for student-athletes.
• Serve as the lead with the Office of Admissions to ensure recruited student-athletes are able to accurately and promptly open windows for admission.
• Serve as the lead for generating permission numbers for athletic class enrollment.

Reporting & Department Support

• Coordinate and prepare reports (or assigned portions thereof) such as (but not limited to): Athletic assessments, NCAA Graduation Rate/Academic Success Rate, annual CCAA financial aid, Equity in Athletics Disclosure Act, NCAA Sport Sponsorship, NCAA Financial Report, student-athlete championship participation verification, external audits, NCAA gender and ethnicity, CSU Special Admissions, etc.
• Coordinates and leads the "special admissions" request and submission process.
• Attend NCAA, CCAA rules compliance workshops/seminars.
• Assist department with special events such as, but not limited to: hosting playoff and championship contests, special events (i.e. annual Bronco Golf Classic, Faculty/Staff Appreciation Night, Night of Excellence, Senior Breakfast and award nights, Hall of Fame, donor recognition, pack the gym, etc., (which may or may not be on campus).
• Involvement and participation on department and campus committees such as, but limited to: EMAT, eligibility review, and search & screen, etc.
• Proactive in changing on-going operations to more efficient handling of tasks (i.e. on-line submission of coaches reports - telephone logs, recruiting logs, practice reports, etc. Support of office coverage as requested.
• Travel with teams as requested/required.

 

QUALIFICATIONS:

• Equivalent to a bachelor’s degree in a related field and four years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
• Advanced knowledge and understanding of athletics program administration and athletics regulations and compliance.  Advanced knowledge of athletics administration current best practices. Advanced analytical and organizational skills to organize, prioritize, and manage a large and/or complex component of athletics administration. Demonstrates competence in independently applying advanced judgment to resolve difficult and complex problems and issues. Advanced knowledge and skill in applying and interpreting nuanced regulations, standards, and guidelines. Ability to make recommendations for changes based on interpretations and principles of professional practices. Advanced communication skills to create detailed and complex reports and utilize persuasion when communicating across the university at all levels. Ability to effectively lead, mentor, and train other athletics administration professional staff. Advanced public and internal relations skills to effectively represent the university and athletics department, engage and collaborate with student-athletes, coaches, and university leadership, as well as develop and maintain strategic external relationships. Advanced skill to appropriately incorporate the use of technology and relevant athletics administration and management tools into area of responsibility.

 

PREFERRED EXPERIENCE: 

• Unique and specific understanding of NCAA, CCAA, University and Departmental rules and regulations related to intercollegiate administration and student-athlete eligibility.
• 5+ years' experience in intercollegiate compliance
• Ability to adapt NCAA computer software programs with institutional programs

 

 

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 CSU 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 CSU Background Check Policy.

 

CSU Classification Salary Range

This position is part of the California State University Employees Union (CSUEU) bargaining unit. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,885 and maximum $8,573 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 to the Acceptable I-9 website. 

 

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

 

Conflict of Interest (Include this verbiage when the position being recruited has been designated as covered by the Conflict of Interest Code)

This position is a “designated position” in the California State University’s Conflict of Interest Code.  The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.  For more information, go to the CSU's Conflict of Interest Policy. 

 

Outside Employment Disclosure (Include this verbiage when the position being recruited is an Executive/MPP position)

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.  For more information, go to the Outside Employment Disclosure Policy. 

 

Child Abuse/Neglect Reporting Act (CANRA) (Include this verbiage when the Mandated Reporter box in the position description is checked)

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 the Child Abuse/Neglect Reporting 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: 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.

 

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

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

 

Other Notices

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