Outreach and Systems Lead

CSU Careers-posted 1 day ago
Full-time • Mid Level
Pomona, CA
5,001-10,000 employees
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Outreach, Recruitment & Educational Partnerships (OREP) is responsible for outreach and recruitment of prospective domestic undergraduate students and plays a key role in enrollment planning and reporting. OREP is charged with promoting the image of the University, its programs and uniqueness; attracting and recruiting a diverse and high achieving pool of applicants; developing relationships and collaborations with campus external and internal constituents; and, providing timely, accurate and comprehensive services to students and campus through point of inquiry and enrollment. OREP provides dedicated quality outreach and recruitment programs and strategic communication to prospective students, schools and community organizations and the delivery of student services that support recruitment, college readiness, and persistence. Programs include domestic undergraduate outreach, out-of-state recruitment, and campus tour programs. OREP reports to the Presidential Associate for Community Partnerships, Engagement and Outreach under the Division of Academic Affairs.

  • Develops and maintains annual and cyclical project plans for Outreach, Recruitment, and Engagement initiatives.
  • Tracks timelines, deliverables, and follow-up actions across directors’ portfolios to ensure coordinated execution.
  • Monitors progress on enrollment cycle milestones (e.g., recruitment travel, communications, yield events).
  • Provides templates, checklists, and planning tools that standardize departmental workflow.
  • Anticipates operational bottlenecks and proposes solutions before deadlines are missed.
  • Prepares briefing materials and project dashboards for the Presidential Associate to facilitate decision-making.
  • Serves as a central point of contact for project documentation, ensuring consistency across initiatives.
  • Coordinates cross-departmental communication to ensure alignment with admissions, marketing, and other university partners
  • Creates and distributes recurring reports on application, admission, and enrollment outcomes segmented by population (transfer, first-time freshmen, and special programs).
  • Develops KPI dashboards to measure effectiveness of outreach activities and to inform adjustments in real time.
  • Serves as functional lead for Slate CRM within the outreach unit—training staff, troubleshooting, and optimizing workflows.
  • Designs and tests communication flows, event registrations, and data capture tools within Slate.
  • Conducts post-event and post-cycle analyses to assess ROI of outreach initiatives.
  • Partners with Institutional Research, Admissions, and IT to ensure data integrity and alignment across systems.
  • Researches and implements best practices in data-driven recruitment strategies.
  • Prepares executive-level summaries and presentations for leadership, highlighting trends, successes, and gaps.
  • Assists with the planning and execution of transfer recruitment to relieve workload from the Transfer Counselor.
  • Builds and maintains relationships with community colleges, counselors, and pipeline programs.
  • Coordinates workshops, presentations, and yield events specific to transfer populations.
  • Provides advising support as needed to prospective transfer students and partners.
  • Monitors transfer pipeline trends and develops strategies to increase application and enrollment yield.
  • Primary focus is on transfer recruitment, with knowledge of first-time freshman recruitment to provide support as needed.
  • Coordinates implementation of Presidential Associate initiatives that expand CPP’s reach and partnerships.
  • Supports the design and execution of multi-tiered partnership strategies with community colleges, K–12 districts, industry, government, and nonprofit organizations.
  • Serves as project lead for assigned special initiatives, ensuring timelines and deliverables are met.
  • Prepares reports, proposals, and outcome analyses related to partnerships and new initiatives.
  • Tracks external engagement activities to measure impact on access, visibility, and enrollment pipelines.
  • Works with directors to embed new initiatives into the annual outreach cycle.
  • Represents CPP at partnership meetings, summits, and community events as assigned.
  • Researches grant opportunities or partnership models that align with enrollment goals and presents those opportunities to the Presidential Associate.
  • Participates in all OREP and divisional staff development, staff meetings, and major staff events to promote the University.
  • Conducts testing of systems utlized by OREP (e.g., Cal State Apply application, Slate information/communication system, etc.)
  • Adheres to laws and policies established regarding computer data, records, accounting, and personnel by the California State University, Cal Poly Pomona, and OREP to demonstrate sensitivity and appropriate conduct as a University employee.
  • Adheres to and advises prospective students properly regarding CSU admission policies and processes.
  • Prepares and utilizes outreach reports detailing application, admit, and enrollment trends, and analyzes prospective student inquiries to determine yield strategies.
  • Performs administrative and programmatic duties as assigned, including providing generalist support at the department service desk and telephones.
  • Works extended hours, weekends, and evenings to support OREP programs and services as needed.
  • Rotates on a needed basis to perform customer service duties and support the front- facing counter of OREP, as determined by OREP leadership and/or operational need.
  • Ensures compliance and maintains the integrity of prospective student, applicant, and student records; staff members are strictly prohibited from making unauthorized changes without explicit HEERA permission.
  • 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
  • Four (4) years of related experience
  • Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
  • Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.
  • Experience with CRM systems such as Slate, including report creation, communication flows, and event management
  • Demonstrated success in project management or process improvement in higher education or enrollment services
  • Proven ability to develop and analyze key performance indicators (KPIs) to assess program effectiveness
  • Familiarity with enrollment technologies to support outreach and recruitment
  • Experience coordinating partnership initiatives with K–12 schools, community colleges, industry, or nonprofit organizations
  • Strong ability to prepare executive-level reports and presentations that translate data into actionable insights
  • Prior experience supporting transfer student recruitment or pathway programs while balancing multiple high-impact projects under tight deadlines.
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