Academic Planning and Advising Technology Coordinator

Cal Poly Pomona•Pomona, CA

1d•$5,540 - $7,893

About The Position

The Office of Student Success at Cal Poly Pomona provides leadership for multiple units focused on meeting the needs of its diverse student body. This office oversees the coordination of academic advising initiatives, the development and implementation of academic intervention programs, and provides oversight for academic policies, university advising, academic-related initiatives, and strategic planning. The office handles student petitions related to academic issues and records the completion of culminating experiences. It provides oversight for various programs including University Advising, the Bronco Advising Center, Student Communication, Advising Technology, Undeclared Advising, Early Alerts Programs, Graduation Pledge Programs, the Early Start Program, the Learning Resource Center, Bronco Tutoring, First Year Experience (FYE), STEM SUCCESS, RAMP, and the University Writing Center.

Requirements

Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate coursework in counseling techniques, interviewing, and conflict resolution where such are job-related.
Possession of these knowledge and abilities is typically demonstrated through the equivalent of three years of progressively responsible professional student services work experience.
Thorough knowledge of the principles of individual and group behavior.
General knowledge of the principles, practices and trends of the Student Services field as well as general knowledge of the policies, procedures and practices of the program area to which assigned; general knowledge of individual counseling techniques; general knowledge, or the ability to rapidly acquire such knowledge, of the organizational procedures and activities of the specific campus to which the position is assigned.
Working knowledge of student services programs outside the program to which immediately assigned.
Ability to analyze complex situations accurately and adopt effective courses of action; advise students individually and in groups on complex student‑related matters; determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature; interpret and evaluate descriptions and explanations of problems brought forward by individuals or student organizations, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action; carry out a variety of professionally complex assignments without detailed instructions; and establish and maintain cooperative working relationships with a variety of individuals.

Nice To Haves

Master’s degree in Educational Leadership, College Student Personnel, Educational Counseling, or a related field.
Knowledge of General Education requirements and academic policies within the California State University system.
Experience providing academic advising or related student support, including experience assisting students with complex academic circumstances or academic progress concerns.
Experience coordinating programs, projects, or initiatives in a higher education or student services environment.
Experience using advising, student success, student information, or related technology systems and the ability to learn and support new technology platforms.
Experience developing or facilitating training, workshops, presentations, or other learning resources for students, faculty, or staff.
Demonstrated ability to analyze information, identify issues, exercise sound judgment, and develop appropriate recommendations or solutions.
Experience with program assessment, data analysis, reporting, or interpreting data to evaluate program effectiveness and inform improvements.

Responsibilities

Coordinate the implementation, administration, functional support, and continuous improvement of the university’s e-advising tools, including CPP Connect (EAB Navigate), Academic Planner, Schedule Builder, and other current and emerging advising technologies for students and staff.
Serve as a primary functional resource and Help Desk escalation point for CPP Connect, Academic Planner, Schedule Builder, and related e-advising tools.
Review, analyze, troubleshoot, and document system issues and coordinate with campus IT, functional offices, and external vendors to resolve or appropriately escalate technical and functional concerns from students and staff.
Provide academic planning advisement to students identified through e-advising campaigns and strategic interventions, helping students interpret academic requirements, evaluate options, develop appropriate academic plans, and connect with additional resources as needed.
Collaborate with the appropriate campus partners responsible for Billy Chat to support the accuracy and effectiveness of advising-related information provided through the platform. Assist with troubleshooting and validating advising-related data feeds, identifying discrepancies or data issues, and coordinating with IT, functional offices, and vendors as appropriate to support resolution.
Collaborate on reporting and data analysis related to advising communications, outreach, and campaigns conducted through CPP Connect, Billy Chat, and other student-success technologies. Support the development of reports that help evaluate student engagement, campaign effectiveness, advising interventions, and opportunities for targeted outreach.
Serve as a university-level functional expert within the Office of Student Success for e-advising technologies, providing consultation and support to University Advising, college advising centers, academic departments, and other advising and instructional units regarding the effective use of CPP Connect, Academic Planner, Schedule Builder, and related tools.
Coordinate with colleges, academic departments, advising centers, and other campus partners on large-scale advising interventions, campaigns, and communications to promote effective and consistent use of e-advising tools in support of student success.
Partner with OSS leadership, department chairs, curriculum stakeholders, and college advising teams to support the effective use of academic planning technologies. Coordinate the development, review, testing, and maintenance of Academic Planner requirements and degree plans to promote alignment with curriculum sheets, academic roadmaps, university requirements, and established advising practices.
Assess the effectiveness and usability of e-advising tools by regularly engaging advisors and other end users through meetings, surveys, focus groups, training sessions, and other feedback mechanisms. Identify system, process, and training needs and recommend enhancements that improve the advisor and student experience.
Monitor utilization of e-advising tools across colleges and departments and develop reports that identify adoption trends, opportunities for increased utilization, and the outcomes of technology-supported advising interventions. Assist with the evaluation and assessment of e-advising initiatives and make recommendations for continuous improvement.
Research emerging practices and technologies in academic advising, academic planning, artificial intelligence, student communication, and digital student support.
Develop and maintain documentation, training resources, business processes, and implementation guidance to support consistent and effective use of e-advising technologies across the university.
Maintain the flexibility to support students, advisors, and campus partners through multiple service modalities and work environments in accordance with university telecommuting requirements, Academic Affairs standards of excellence, and divisional values.
Serve all students in various modalities.
In partnership with the Senior Associate Director of Student Success Advising & Technology and Senior Coordinator of University Advising, support the planning, coordination, implementation, and continuous improvement of training and professional development related to advising technology platforms for students, advisors, faculty, staff, and other campus partners.
Coordinate and implement a comprehensive, recurring advising technology training schedule that supports both new and experienced users, including students.
Develop and facilitate workshops, presentations, demonstrations, office hours, and other learning opportunities that strengthen student and campus partners’ knowledge and effective use of advising technologies. Adapt training content and delivery to address varying levels of experience, functional responsibilities, and emerging campus needs.
Develop, maintain, and regularly update advising technology training materials, user guides, presentations, videos, frequently asked questions, and other resources to provide students and campus partners with accessible and consistent information regarding the effective use of advising technologies.
Serve as lead for the e-Advising Support Working Group and coordinate recurring meetings, workshops, trainings, and information-sharing opportunities. Engage representatives from advising centers and other functional areas to identify technology needs, share best practices, communicate system updates, troubleshoot common challenges, and promote consistent practices across the university.
Partner with Office of Student Success leadership, the Communication Specialist, University Advising staff, and other appropriate campus partners to review, maintain, and update advising-related digital resources, including the CPP Connect website, Academic Planner and Schedule Builder student-facing websites, Academic Advising Handbook, and other advising technology and training resources that students and staff can reference.
Support change management and campus adoption associated with new advising technologies, system enhancements, and changes to existing processes. Coordinate communications, training, documentation, testing support, and implementation resources to help advisors and other end users successfully transition to new or enhanced functionality.
Gather and evaluate feedback from students, advisors, faculty, staff, and other campus partners regarding training effectiveness, technology usability, and professional development needs. Use feedback, participation data, system utilization, and other available information to recommend improvements to future training and support strategies.
Support the Senior Coordinator of University Advising and Office of Student Success in the planning and implementation of major university-wide advising professional development and recognition initiatives, including Day of the Advisor and the Outstanding Advisor Awards, as well as other programs that promote advising excellence, collaboration, and professional learning across the university.
Remain current on emerging advising technologies, system functionality, and effective training practices and incorporate relevant developments into professional development opportunities, resources, and recommendations for the campus advising community.
Provide comprehensive academic advising to undergraduate students using knowledge of university academic policies, procedures, curriculum requirements, advising practices, and student support resources to assist students in making informed decisions and progressing toward their educational goals.
Advise students with a range of academic needs, including students experiencing complex academic circumstances. Assist students in understanding their options, developing appropriate academic plans, identifying potential barriers to progress, and connecting with resources and interventions that support persistence and degree completion.
Assist students in effectively utilizing advising and academic planning technologies, including CPP Connect, Academic Planner, Schedule Builder, and other university systems, to understand degree requirements, develop academic plans, prepare for registration, and make informed academic decisions.
Collaborate with campus partners, including units within the Office of Student Success, college advising centers, Student Support & Equity Programs, the Learning Resource Center, Athletics, the International Center, academic departments, and other student support offices to coordinate resources and interventions that address students’ academic and developmental needs.
Serve as an active and engaged member of the university-wide academic advising community, building collaborative relationships with professional and faculty advisors, advising leadership, and other campus partners to support consistent, coordinated, and student-centered advising practices across the university.
Regularly participate in the Academic Advisor Council, including meetings, trainings, webinars, workshops, and other professional learning opportunities. Contribute advising technology expertise, share relevant system updates and best practices, and gather feedback from the advising community to inform technology support, training, and continuous improvement efforts.
Participate in university advising committees, working groups, and special initiatives as appropriate, including University Advising professional development activities and other collaborative efforts focused on strengthening advising practices, services, technology, and the overall student advising experience.
Collaborate with advisors and advising leaders across colleges and departments to identify student and staff common needs, emerging challenges, and opportunities for greater consistency and coordination in the use of advising technologies and related practices.