Director, Administrative Applications

Job No: 528715
Work Type: Management (MPP)
Location: Pomona
Categories: MPP, At-Will, Full Time, Information Systems & Technology

Type of Appointment: Full-time, Management Personnel Plan (MPP II)

Anticipated Salary Range: $129,600 to $142,800 annually (Commensurate with qualifications and experience)

Recruitment Closing Date: Open Until Filled

First Application Review Date: August 7, 2023

REQUIRED- All candidates must submit the following:

• Application
• Cover letter
• Resume or CV
• Three References

THE DEPARTMENT:

The Enterprise Applications department has a responsibility to provide systems analysis, programming, reporting, technical support, consultation, and testing of the enterprise-wide system for the campus. Currently, Oracle's PeopleSoft System is used by the campus for Financials, Human Resources, and Student Administration. The unit assists in and tracks testing protocols related to patches and upgrades in PeopleSoft modules; supports the development of dashboards and database reports; works with departments, users, and subject matter experts to improve functionality and troubleshoot issues as they arise; administers user security for PeopleSoft, tracks technology projects and tasks, coordinates resources to assure the timely delivery of services and project completion.

DUTIES AND RESPONSIBILITIES:

Leadership and Management

Under the general direction of the Executive Director of Enterprise Applications, provides vision, leadership, and coordinated delivery of services related to department/end-user support, technical programming, application support, technical consultation, and department management responsibilities.

Direct and manage 'Administrative Applications,' a unit of Information Technology and Institutional Planning (IT&IP) which focuses on the diverse and unique application needs of administrative departments implemented to automate and streamline business processes resulting in more efficient and effective services to students.

Delegate responsibilities as needed and assign workload based on the area of expertise, department operational directives, and divisional and campus priorities.

• Refer and communicate issues to the appropriate technical/programming staff for resolution.
• Empower staff to make independent decisions at appropriate operational levels.
• Maintain the rotation of staff among the functional areas for cross-training and backup system support across all enrollment functions.
• Guide and assist staff in formulating and tracking individual performance goals and/or work plans that enhance and support the department's mission and goals.

Function as a HEERA manager and provide first-or-second-level supervision of full-time professionals, administrative assistants, and student workers. Train, supervise, evaluate, and hire professional technical staff; recommend and refer personnel action to the Executive Director of Enterprise Applications.

• Assess and analyze the abilities of technical staff and complete performance evaluations.
• Meet regularly with direct reports to assess their progress toward established goals, provide support and direction, promote accountability, and acknowledge meritorious performance.
• Provide professional development opportunities to promote collegiality, teamwork, and skilled and ethical performance.
• Approve time and attendance online reporting and leave forms.
• Responsible for adherence to Union contracts, University policy and promoting a diverse work environment.
• Assess and analyze the abilities of technical staff to guide and assist staff in formulating individual performance goals and/or work plans that enhance and support the department's mission and goals.
• Review positions and priorities on an ongoing basis to maximize the utilization of staff in meeting current and projected operation needs, employ staff with skills, interests, and growth opportunities that best match position responsibilities and provide opportunities for growth and advancement.
• Facilitate job rotations and support cross-training and knowledge transfer efforts.

Serve as 'Administrator-in-Charge' when designated in the absence of the Executive Director, Enterprise Applications. Meet regularly with the Executive Director, Enterprise Applications, and unit leadership team to advise and receive direction related to personnel, budget, procurement, planning, and overall management of unit operations. Develop work plans and technology/service implementation plans in support of unit operations or projects. Identify opportunities for the enhanced use of information and technology. Identify problems and envision alternatives and solutions in a collaborative environment. Deliver presentations and facilitate large and small group meetings. Lead the effort in online documentation, identifying needs, and providing leadership in the completion, organization, enforcement, and use of technical, procedural, and user documentation. Provide training on various topics related to the use of university data and software solutions. Lead the department in assessment efforts for student and staff learning and continuous improvement within the context of a learning-centered environment. Promote quality improvement of operational processes and procedures through documentation and enforcement of documented procedures. Work with other divisional, university, and IT technical staff as appropriate to coordinate and assist in various technical support activities; share information and seek assistance. Interact and collaborate with staff, administrators, and faculty on a regular basis. Demonstrate excellence in technical communication skills, interpersonal interactions, and written correspondence with department, Division, university staff, and external vendors/contacts in person, by telephone and via mail/email. Communicate with appropriate management and staff members regarding imminent information systems or data security problems and arranges for alternatives. Make recommendations and assist in decision-making on hardware and software purchases.

Administrative Applications Support

• Consult with various department and divisional staff and managers to provide technical assistance; analyze department and divisional information needs; make recommendations to university executives; develop technical specifications and assist in the procurement, installation and management of data and information systems as assigned.
• Develop plans for the deployment, development, implementation and reporting of Information System Vendor or internal/customized information technology applications, databases, and solutions.
• Manage and direct a team of Information Systems Specialists, whose function is to manage the information systems and business applications utilized by the administrative departments as well as providing technical support and consultation related to the exchange and reporting of university data.
• Use sound judgment and decision making in order to find solutions and implement appropriate and timely resolutions. Direct the development of electronic interfaces, reports, and automated information exchange methods; defines database and information management strategies.
• Participate in campus' common computing environment technical and management groups; serve on committees as directed; track issues and gather updates on current issues related to PeopleSoft interfaces with other vendor or internal applications as they relate to the administrative processes. Participate in university's data warehouse technical and management support groups; serve on committees as directed; track issues and gather updates on current issues related to the data warehouse. Manage and provide oversight for the accomplishment of goals and objectives as related to the implementation, and resource management for divisional/departmental information systems and business applications.
• Identify, prioritize and manage day-to-day operations and development initiatives in support of institutional goals and service improvement. Provide consultative support and expertise in the administration of divisional/departmental information systems and business applications. Provides functional advice and expertise to the functional areas to ensure optimal system use and performance; research delivered applications and best practices; assist with the development of specifications for modifications, data extracts, interfaces, and compatibility with third party software. Develop technical assessment reports and evaluate potential information and technology solutions.
• Analyze existing administrative departmental information needs in order to define reports for trend analysis and decision-making. Analyze administrative department systems and application needs, determine and evaluate alternative solutions and approaches to meeting those needs; Provide coordination and stewardship of enhancements to existing information systems and applications. Facilitate fit/gap analysis and business process review to align appropriate business processes and system performance/functionality. Assist with technology issues such as: assessment of technology needs, requirements for custom reports, and other projects as requested by the CIO, Applications or the Vice President/CIO for Division of IT. Coordinate the documentation of application and process guides for business applications, information systems, databases, information exchanges, and custom reports within the department's Wiki. Prepare progress reports and inform executive management and appropriate department functional directors regarding project status and deviation from goals; prepare reports for management guidance.

Technical Support Services

• Manage staff and provisioning of timely technical support services to Associated Students, Inc. (ASI), University Housing Services (UHS), Student Health & Counseling Services (SHCS), Parking & Transportation Services (PTS), University Police (UPD), and Center for the Advancement of Faculty Excellence (CAF) including technical support services provided to residents and dorm/suite facilities. Manage provisioning and delivery of IT services such that administrative departments, small and large, are proportionately afforded the same basic support and technical functionality. Implement procedures for ongoing improvement of desktop and related support services provided only to the administrative departments listed in the first paragraph of this section. All other desktop support services are provided by another IT unit. Oversee the tracking of department technical support services utilizing specialized ticketing systems and assessment tools that help measure staff performance, effectiveness of processes, and general office productivity. Coordinate, schedule, and plan for hardware and software deployments, as required, within the departments listed previously. Assist with the implementation of new software or the upgrade/modification products that no longer meet current needs. Coordinate the decommissioning of hardware/software solutions that no longer meet current needs.

University Wide Application Support

• Provide leadership, support, resources for centralized applications that are implemented campus wide, but are implemented under a federated model to meet specific requirements unique to each department
• Lead committees for such centralized applications to include the input from stakeholders campus wide.
• Define differences and similarities in each department and implement common procedures while also ensuring an agreed upon level of autonomy for each department. Examples are: 25Live/Master Calendar; Document Management, and Digital Signage, When appointed, serve in university wide or IT committees.

Other

• Consistent with job classification, assumes and carries out other duties and responsibilities at the discretion of the Executive Director of Enterprise Applications or his/her designee.
• Serve on committees, attend, and participate in departmental and campus meetings/events/activities.
• Utilizes advanced communication and listening skills through effective interpersonal interactions and written correspondence with Department, Division, University staff, and external contacts in person, by online communication tools, and via email.
• Consistent with job, operational, or project duties, communicate with Enterprise Application management staff and other appropriate functional managers regarding imminent systems, data, or security problems, and as directed, may facilitate alternatives.
• Uses sound judgment and decision-making in order to find solutions and implement appropriate and timely resolutions.

QUALIFICATIONS:

• A bachelors level degree in Computer Science, Computer Information Systems, Information Systems, Engineering or a related field with (5) years full-time relevant experience OR twelve years of relevant full-time experience. (Associate Degree does not substitute for experience in this classification.)
• Minimum of five years postgraduate, professional level and progressively responsible experience working with information technology, complex information systems, and/or information/database management and providing applications administration and systems support.
• Knowledge of information technology systems and/or applications, database management, and network connectivity.
• Ability to understand multiple complex and distinct information systems and their functional environments.
• Proficiency with information systems software and the ability to learn specialized software packages.
• Knowledge of system installation and maintenance and general operational procedures.
• Ability to perform system, database, network, security and application maintenance.
• Demonstrated consultative, interpersonal and communications skills in working with diverse departments to assess and determine unique needs and provide appropriate support and solutions.
• Ability to understand and interpret technical information and communicate technical information to vendors and end users with different level of technical expertise.
• Familiarity with professional development and progressive discipline techniques, ability to understand and interpret complex policies and related documents.
• Strong interpersonal and written/oral communication skills and ability to work in a team environment.
• Ability to lead, motivate, manage, train and develop staff.

PREFERRED EXPERIENCE:

• Prior management experience within a comprehensive or large university environment, preferably a California State University campus or a University of California campus, in a technology-related environment.
• Demonstrated ability to work proactively and creatively in a fast paced and ever changing environment.
• Ability to work collaboratively in an environment with multiple and diverse priorities by basing decisions on sound judgment and discretion.
• Demonstrated technical knowledge and ability to coordinate systems and applications needs analysis, conduct feasibility studies, develop operating procedures, and process automation for complex manual procedures.
• Expertise in critical support services; complex applications support; excellent customer service.
• Experience in providing technical support for complex applications.
• Experience in developing, implementing and maintaining applications and database solutions.
• Demonstrated ability to transition between strategic vision and operational details in order to successfully define and implement department goals in alignment with division and university goals and core values.
• Ability to effectively use strong communication skills to achieve continuous improvement in communications internally and externally to the department.
• Possess strong interpersonal skills that model the characteristics of a learning-centered organization.
• Experience in developing and conducting IT training to technical and non-technical users.

COVID-19 Vaccination

Individuals who access in-person on- or off-campus University programs or activities are strongly recommended to follow the COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention and the California Department of Public Health and to follow any campus safety measures that may be recommended or required by Cal Poly Pomona to decrease the likelihood of COVID-19 transmission or illness and allow the core mission and activities of the campus to continue. The complete text of the policy may be viewed at COVID-19 Vaccinations and Other Safety Measures.

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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.

Background Check

Cal Poly Pomona will make a conditional offer of employment, 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 criminal conviction history, considering such factors 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. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.

I-9

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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Conflict of Interest

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 Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. See policy at https://www.calstate.edu/csu-system/faculty-staff/systemwide-human-resources/conflict-of-interest/.

Outside Employment Disclosure

Prospective 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. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2016-06.pdf.

Child Abuse/Neglect Reporting Act (CANRA)

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 https://calstate.policystat.com/v2/policy/10927154/latest/.

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml.

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 [email protected]. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

EEO

Cal Poly Pomona is an Equal Opportunity Employer. The university subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.


Advertised: July 24, 2023 (9:00 AM) Pacific Daylight Time
Applications close: Open Until Filled

To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/528715/director-administrative-applications









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