Academic Senate Analyst

Cal Poly Pomona•Pomona, CA

2d•$5,274 - $5,380•Onsite

About The Position

The Academic Senate is the elected body that represents Unit 3 employees within the University as outlined in the Higher Education Employer-Employee Relations Act (HEERA) and the Bluebook (Principles and Policies: Papers of the Academic Senate the California State University, Volume 1, 1988.) HEERA provides for joint decision-making and embraces the concept of shared academic governance and academic senates as mechanisms for that shared governance. Since 1963, each California State University campus (including Cal Poly Pomona) has had an Academic Senate. The Academic Senate has primary responsibility for determining the educational policies of the University. The Academic Senate recommends adoption of new policies and procedures and reviews existing policies and procedures for possible change. The work of the Senate is accomplished through its elected representatives, appointed committee members, and the support staff. The Academic Senate Constitution (Policy 121 (previously Appendix 17) of the University Manual) establishes the scope of duties and responsibilities, and the Bylaws detail the operating procedures followed to conduct the business of the Academic Senate. To meet its obligations to serve as the voice of the faculty, the Academic Senate elected membership is composed of a total of 39 senators. 35 senators proportionally represent faculty constituencies from academic colleges, library, and related areas. There are also 2 CSU academic senators, 1 staff representative, and 1 student representative. The Senate elects a chair and a vice chair, each for a 1-year term, from among its senators. All senators are elected for a 3-year term, and the Constitution does not specify any term limits. The exception is the student senator, who is appointed by Associated Students, Inc. (usually the ASI President). There are seven standing committees: Executive Committee, Academic Affairs, Academic Programs, Budget, Elections and Procedures, Faculty Affairs, and General Education. The standing committees research and review policies in a consultative manner and submit their findings (reports) to the Executive Committee. The Executive Committee establishes the agenda for full Senate meetings, during which reports are discussed and voted on for adoption and recommendation to the University President.

Requirements

Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Two (2) years of related experience
Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations
Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty
Working knowledge of operational and fiscal analysis and techniques
Ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
Skill in research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations; expertise in investigating and analyzing problems with a broad administrative impact and implications; ability to anticipate problems and address them proactively
Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form; ability to train others on new skills and procedures and provide lead work direction.

Nice To Haves

Thorough knowledge of the university and the CSU system.
Knowledge of how an Academic Senate operates and its role in shared governance.
Extensive knowledge of and experience with databases and database management.
Extensive knowledge of and experience with web technologies.

Responsibilities

Independently research, analyze, interpret, and apply university, CSU, and external policies, Executive Orders, collective bargaining provisions, and governance documents to determine procedural requirements, identify operational impacts, and develop recommendations that guide Academic Senate governance processes.
Serve as a subject matter resource to faculty, administrators, staff, students, and CSU Senate representatives regarding Academic Senate policies, procedures, governance practices, and related regulations.
Analyze referrals, resolutions, and governance issues; evaluate alternatives; identify procedural implications; and formulate recommendations for Senate leadership regarding appropriate governance actions, policy implementation, and procedural compliance.
Design, implement, evaluate, and continuously improve governance tracking systems that support Senate operations, accountability, reporting, and institutional decision-making.
Evaluate committee workflow, identify operational barriers, establish priorities, and implement procedural solutions that ensure governance objectives and statutory deadlines are achieved.
Compile, analyze, and prepare monthly, annual, and ad hoc reports regarding Academic Senate activities and outcomes.
Analyze approved policy changes and update governance documents, including the Academic Manual and related Senate records, to ensure compliance with Academic Senate actions, CSU Executive Orders, and university directives.
Develop, implement, evaluate, and revise administrative procedures governing Academic Senate operations to improve effectiveness, operational consistency, regulatory compliance, and continuity of governance functions.
Independently coordinate and administer operational activities for the Academic Senate, Executive Committee, and seven standing committees (scheduling meetings and reserving rooms).
Develop, monitor, and communicate annual and recurring governance timelines to support committee work, Senate actions, elections, and university deadlines.
Direct and administer the preparation, review, quality control, and publication of Academic Senate agendas, reports, resolutions, official communications, and governance records to ensure procedural compliance and effective Senate operations.
Serve as Recording Secretary for the Academic Senate and Executive Committee, independently preparing, editing, maintaining, and publishing official meeting minutes and records.
Coordinate committee workflow and monitor progress toward governance objectives, ensuring timely completion of referrals, reports, and assigned actions.
Independently identify governance and operational issues, assess risks and impacts, develop administrative solutions, and implement process improvements supporting effective Senate operations.
Coordinate participation of guests, presenters, and stakeholders in Academic Senate and Executive Committee meetings.
Maintain official governance records and ensure compliance with applicable Senate procedures and documentation requirements.
Independently administer and oversee the Academic Senate election, apportionment, and referendum program by interpreting governing documents, determining procedural requirements, resolving eligibility questions, and ensuring compliance with Senate policy and established governance practices.
Maintain enfranchisement records and verify eligibility requirements for voting, candidacy, and committee participation.
Coordinate university-wide committee recruitment and appointment processes and provide administrative support to the Executive Committee regarding committee appointments.
Evaluate eligibility requirements, interpret governing documents, resolve procedural questions, and recommend appropriate actions when governance issues arise.
Communicate election information, committee vacancies, service opportunities, deadlines, and results to campus constituents.
Coordinate and administer the Priority Registration process, including monitoring deadlines, troubleshooting issues, and maintaining required records.
Administer the Exceptional Levels of Service Assigned Time application process by reviewing submissions for completeness and compliance with established requirements.
Coordinate the faculty emeritus review process, ensuring adherence to timelines, policy requirements, and communication protocols.
Administer Academic Senate information systems, databases, electronic records, websites, and governance tracking tools.
Maintain and update the Academic Senate website to ensure the accuracy, accessibility, and timeliness of governance information, reports, committee memberships, elections, and official records.
Serve as the Academic Senate liaison for Curriculog and related governance systems by maintaining referral records, tracking actions, and recording final Senate decisions.
Develop and maintain electronic and archival records systems that support institutional knowledge, transparency, and continuity of operations.
Monitor Academic Senate communications and evaluate information requiring action, referral, response, or distribution.
Partner with Information Technology and campus stakeholders to identify business requirements, recommend system enhancements, and implement technology solutions supporting governance operations.
Coordinate logistical and operational activities supporting Academic Senate programs and services.
Analyze Academic Senate budget activity, identify expenditure trends, reconcile financial information, and prepare reports that support operational planning and fiscal accountability.
Extract and compile budget information, reconcile expenditures, and assist with annual reporting requirements.
Coordinate travel arrangements and reimbursement processes for Academic Senate leadership and CSU Academic Senate representatives in accordance with university and CSU policies.
Maintain calendars, schedules, distribution lists, and operational records necessary to support Academic Senate functions.
Coordinate procurement of office supplies and materials required for Academic Senate operations.
Coordinate the Emeritus process and reception