Compliance Specialist

Type of Appointment: Full Time, Probationary

Job Classification: Administrative Analyst/Specialist Non-Exempt

Anticipated Hiring Range: $3,879 -$5,250 per month

Work Schedule: Monday – Friday 8:00am – 5:00pm

THE DEPARTMENT:

The Office of Research & Innovation is dedicated to assisting faculty, staff, and students in securing external funding for research and providing support services related to research compliance and innovation for commercialization. As the central office on campus for research support, we operate through three main units: 1. Office of Research and Sponsored Programs (ORSP): ORSP aids faculty in identifying funding opportunities from government agencies, foundations, and corporations. We assist in proposal planning, development, and submission. Upon award notification, ORSP coordinates with the Auxiliary (Cal Poly Pomona Foundation) to set up an account for award administration. 2. Office of Research Compliance (ORC): ORC supports faculty, staff, and students in all aspects of research compliance, including human subject research, animal research, export controls, and responsible conduct of research. ORC provides administrative assistance to the Institutional Review Board (IRB) for human subject research and the Institutional Animal Care and Use Committee (IACUC). Both committees, composed of faculty and staff, review and approve research protocols to ensure compliance with federal, state, and system regulations. ORC also maintains compliance with export control laws for faculty collaborating internationally. 3. Animal Care Facility: Our state-of-the-art facility houses animals used in teaching and research, including 300 mice, 30 rats, and 10 rabbits at any given time.

DUTIES AND RESPONSIBILITIES:

Administrative Assistance

• Provide administrative support to the research compliance office, including the EC, RCR, IACUC, and IRB programs, with a primary focus on the IRB and IACUC.
• Conduct administrative reviews of human subjects and animal protocols submitted through online portals to assist committees and their chairs in efficient and effective reviews.
• Analyze protocols for format, compliance with regulations and policies, and completeness, recommending changes as needed.
• Advise applicants on the use of appropriate forms and applicable regulations, interpret regulations and policies to address protocol application objectives, and serve as the primary contact between applicants and committees during all phases of protocol review.
• Provide advice and assistance to bring protocols into compliance with review standards and compile minutes of IACUC and IRB meetings. Schedule, track, and facilitate periodic site visits for the IACUC.

Database Maintenance:

• Maintain IACUC and IRB protocol databases administered via IMedRIS for animal studies and Cayuse Human Ethics for human studies. Ensure complete records are maintained for each protocol and that regulations are followed.
• Implement new versions and systems as they come online, analyze efficiency, and recommend changes as appropriate.

Regulatory Compliance

• Ensure compliance with federal, state, and system regulations by maintaining, updating, and implementing policies.
• Track training requirements and completion.
• Manage program schedules.
• Gain and maintain up-to-date knowledge of policies and regulations through professional contacts with agencies such as the Office of Laboratory Animal Welfare (OLAW), Office of Human Research Protection (OHRP), and the US Department of Agriculture (USDA).
• Keep professional relationships with such entities and submit required reports. Facilitate periodic site visits for regulatory agencies and the USDA.

Educational Program Development

• Help develop and deliver educational programs, such as workshops and webinars, for the campus community about animal and human subject research and teaching.

QUALIFICATIONS:

• 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.
• 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 establish and maintain cooperative working relationships.

PREFERRED QUALIFICATIONS:

• Experience with IRB/IACUC.
• Knowledge of CSU system and Cal Poly Pomona policies.
• Familiarity with human subject protection and/or animal care, including protocol development and submission.
• Understanding of export control regulations.
• Strong computer skills and multimedia usage.
• Willingness to learn job-related areas.
• General understanding of university practices.
• Ability to interpret and apply various research compliance policies.
• Data analysis and database skills.
• Organizational and project management abilities, with multitasking capability.
• Independent decision-making and sound judgment.
• Effective verbal and written communication.
• Collaborative work with strong interpersonal skills and professional demeanor.

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website.

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. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, 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 information that the applicant submits for consideration regarding the criminal conviction history such 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. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $3,879 and maximum $7,488 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

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. For more information, go the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

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 financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.

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. Read more at the California Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

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), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

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 ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

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