OLLI Program Specialist

College of Extended Education & Global Engagement
Job #542685
First Review: Monday, February 10, 2025

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have over 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #542685) Administrative Analyst/Specialist, OLLI Program Specialist, Salary Range: $4,598 - $8,318; Hiring Range: $5,054 - $5,200. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in CEEGE. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits. Please note that this is an internal recruitment open only to active, stateside, Cal Poly Humboldt Employees.

 

Position Summary:

Under the leadership of the Osher Lifelong Learning Institute (OLLI) Program Coordinator and Director of Programs, the OLLI Program Specialist oversees the overall administrative operation of OLLI non-credit programs. Responsible for program development, planning, delivery and evaluation. Assist with fiscal and marking analysis, membership, fundraising, and reporting.

 

Key Responsibilities:

 

Program Administration

• Oversee Fusion reservation software, responsible for business services and programming; includes payment processing, problem solving and resolution of student accounts;
• Ensure OLLI program is in compliance with campus policies, including budgeting, payroll, risk management, permit processes, contracts, procurement, and human resources;
• Work collegially and collaboratively with internal and external colleagues who support the administration of the program;
• Lead student assistants: recruit, hire, train and schedule;
• Prepare and maintain faculty contact information, class lists, catalog and brochure publicity;
• Generate and maintain accurate information from the program database;
• Responsible for enrollment, registration and scholarship processing;
• Maintain course and program files;
• Identify and arrange for facilities, services, transportation, materials, supplies and equipment as necessary for courses;
• Communicate with OLLI faculty regarding instructor agreements and other documents, course proposals and processing class rosters;
• Assist OLLI Program Coordinator in the development of appropriate OLLI courses based on community input, campus and grant guidelines;
• Assist instructors with obtaining necessary course materials and online support.

Marketing: Member Services, Communication and Recruiting

• Work closely with Program Coordinator and other staff members to develop annual marketing plan and complementary branding across programs;
• Regularly update content for program websites, social media campaigns and other forms of digital marketing and outreach;
• Work with OLLI Program Coordinator and Graphic Designer to maintain OLLI website, produce course catalogs and promotional materials;
• Collaborate with Coordinator, Director and Graphic Designer for the production of OLLI Catalog produced;
• Work with staff to mitigate registration issues and streamline procedures;
• Provide excellent customer service to members, faculty and interested community members;
• Use CRM for communications and enrollment

campaigns;

• Track and respond to inquiries from prospective students

to develop and implement follow up campaign efforts.

 

Reporting

• Establish tracking mechanisms and analytics for marketing campaigns and provide monthly reports to OLLI Program Coordinator, Directors, and Dean;
• Establish tracking mechanisms for course enrollment, events, and memberships;
• Review course and instructor evaluations, provide feedback to instructors, provide reports to the Program Coordinator, and recommend course changes as necessary;
• Responsible for cost analysis and reporting for programming, facilities, salaries, travel and supplies;
• Assist the OLLI Program Coordinator in preparation of various reports, including the annual report to the OLLI National Resource Center and Osher Foundation.

 

Knowledge, Skills, and Abilities Associated with this Position Include:

As listed in Classification Standards:

• Working knowledge of general practices, program, and/or administrative specialty.
• Basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of budget policies and procedures.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• 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 independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in the 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.
• Professional experience working with a diverse population.
• Experience building and sustaining collaborative working relationships with a variety of individuals from diverse backgrounds.
• Demonstrated commitment and/or experience promoting and fostering a working (or learning) environment that is supportive of individuals from diverse backgrounds.
• Demonstrated knowledge and familiarity addressing issues of concern facing students from diverse backgrounds in higher education.
• An understanding of the dynamics of diversity in higher education and a demonstrated ability to incorporate this understanding, as appropriate, in all levels of your work.

 

As related to the major responsibilities for this position:

• Knowledge of the resources of the Humboldt campus and the surrounding
• communities.
• Ability to develop budgets and to analyze costs.
• Ability to plan hours and develop course outlines with instructors.
• Knowledge of the procedures and practices in educational program and
• curriculum planning in education, and knowledge of the processes
• required to plan and construct academic programs and course outlines.
• Ability to develop and implement strategic marketing plans for education
• programs and student recruitment, including utilizing social media and
• various digital marketing strategies along with CRM for communication.

 

Minimum Qualifications:

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or 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.

 

Preferred Qualifications:

• Knowledge of the resources of the Humboldt campus and the surrounding communities.
• Two years of professional experience in planning programs and/or recruiting students in higher, extended, or adult education.
• Two years of professional experience in planning classes or programs in a specialized field or area.
• Teaching experience in higher or extended education may be substituted for experience on a year-for-year basis.
• Ability to integrate the use of a variety of technological systems used in the management and evaluation of applications and student data such as search and update CS data (complex student information database).

 

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is on Monday, February 10, 2025.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

 

 

 

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.  Mandated Reporting: This position may be 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.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1038
Publication Date: 1/14/2025