Department Coordinator, Urban & Regional Planning

Type of Appointment: Full-Time, ProbationaryJob Classification: Administrative Support Coordinator IIAnticipated Hiring Amount:$3,681- $4,403 per monthWork Hours: Monday – Friday 8:00am-5:00pmTHE DEPARTMENTThe College of Environmental Design is an academic unit within the University under the direction of the Office of Academic Affairs. The mission of this College is to provide an outstanding academic and professional learning experience within a multidisciplinary structure. There are five academic units in the College of Environmental Design, one of these academic units is the Department of Urban and Regional Planning, consisting of an undergraduate program and a graduate program, both of which are accredited by the Planning Accreditation Board (PAB). This Administrative Support Coordinator II position serves the Department of Urban and Regional Planning. The primary purpose of this position is to provide administrative and clerical support to the Chair and the faculty and to assist students of the Department's undergraduate and graduate programs. Specifically, the Department of Urban and regional Planning offers a Bachelor of Science Degree in Urban and regional Planning, a Master of Urban and Regional Planning Degree and a minor in Urban and Regional Planning.DUTIES AND RESPONSIBILITIESAdministrative OperationsManages all department office operations, providing administrative and technical support to the Chair, including hiring and training student assistants. It oversees delegated projects, ensures adherence to policies, and serves as a central resource for faculty and students.Maintains and processes department records, both electronic and hard copy, while ensuring compliance with Chancellor's Office regulations.Provides input and suggestions to the Chair and faculty for more efficient and productive ways of carrying out the administrative functions of the department.Provides data and data analysis for quarterly budget reports, annual accreditation report and periodic accreditation reviews, statistical data/FTE reports, requested by the Chair, the College, the University administration and outside professional agencies.Provides data and data analysis for quarterly budget reports, annual accreditation report and periodic accreditation reviews, statistical data/FTE reports, requested by the Chair, the College, the University administration and outside professional agencies.Manages fiscal recordkeeping and reporting, including monitoring state and foundation accounts, transferring funds as needed, and overseeing purchasing documentation. It reconciles account activities across various financial systems and interfaces with university financial services, payroll, and foundation offices.Coordinates with college budget analysts and the Associate Dean of faculty appointments, funding allocations, and policy matters.Assists the Chair in preparing fiscal budget plans and requests, including justifications for new faculty and staff positions, operating expenses, equipment acquisitions and comparisons with previous requestsOversees class sizes and faculty/facility needs, assisting in schedule development and classroom assignments. Interfaces with faculty and Institutional Research for data collection and problem resolution. Inputs data into PeopleSoft, maintains master schedule, and coordinates interdisciplinary courses with other administrative coordinators.Manages mail sorting, drafts memos, letters, and reports for the Chair and faculty, and handles routine correspondence. Initiates letters and memos independently to ease the Chair's workload, primarily using email.Reviews all faculty assignments by department (FAD) reports, checking for accuracy in teaching assignments, teaching credit, enrollment, etc.; makes notes for Chair of all corrections and/or deletions made on the reports, as well as making notes of all overloads or shortages in teaching assignments.Maintains frequent communication with professional firms, agencies, and organizations. It handles requests for data, faculty activities, and student achievements, often electronically.Assists with annual reviews and accreditation site visits for accredited programs.Maintain inventory records and order office supplies, first aid supplies, cleaning supplies and any required office equipment and/or furniture and work with vendors and Procurement to receive the various items purchased.Attend appropriate training courses to remain up to date with policies, procedures, and software systems.Support all aspects of the faculty hiring process from advertising to onboardingSupport Center and program operations not listed here as neededAcademic, Student and Faculty SupportActs as a primary administrative resource for students, faculty, and staff regarding university, College, and program policies.Prepares and distributes information to students, directing them to appropriate departmental resources.Screens and handles various forms of communication, directing inquiries to the appropriate parties.Coordinates teaching, office, and College-related travel schedules and office hours for Chair and faculty.Supports student advising by organizing advising lists, faculty office hours, and bulletin boards, and incorporating them into the department website.Manages student registration inquiries, issues permission numbers, and serves as Admissions Coordinator for the department.Facilitates orientation and scheduling sessions for incoming students and maintains records for current majors, inactive majors, and alumni.Coordinates faculty travel arrangements, assists with personnel file maintenance, and supports student and faculty needs as required.Special Projects and OutreachCollaborates with the department curriculum committee to gather data and ensure accuracy of catalog copy, adhering to Department, College, and University policies.Assists with curriculum proposals by monitoring deadlines, reviewing drafts, and providing suggestions.Supports the department in all aspects of professional accreditation.Coordinates field trips, travel arrangements for Chair and faculty, and plans department events such as the annual Dale Prize and McCoy Award.Organizes Department events, handles advertising, facilities, meals, and financial arrangements, and contacts professionals and organizations for participation.Acts as the official department host/hostess at events, supervising student assistants and coordinating tours.Supports faculty, staff, and students with events and projects, including hiring, training, and directing student assistants.Assists with building and safety coordination, supports office management growth, and collaborates with other college departments on special requests or projects as needed.QUALIFICATIONSHigh School diploma or its equivalentFive (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.Preferred QualificationsDemonstrated experience in managing multiple priorities, concentrating amid distractions, working cooperatively with and around others, generating and completing tasks with little or no direction, remembering details, patience and tact.Ability to work within an established "paperless office" is preferredExperience with professional accreditation and professional academic programsPrevious experience in a higher education department office, ideally experience at Cal Poly Pomona as the Administrative Coordinator of a program.Strong oral and written communication skills.Ability to deal successfully with diverse personalities and simultaneous tasksAbility to work independently and take initiative are crucial to the success of this position.Equity, Diversity, and InclusionAt 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 WorkThe 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 https://calstate.policystat.com/policy/10899725/latest/.Background CheckCal 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 https://calstate.policystat.com/policy/13813878/latest/.Employment Eligibility VerificationCal 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 to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.Conflict of InterestThis 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 https://www.cpp.edu/eoda-hr/departments/hrpar/coi.shtml. Security & Fire SafetyIn 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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.Pay Transparency NondiscriminationAs 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.CSU Classification Salary RangeThis position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site:https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $3,681 and maximum $6,034 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.Reasonable AccommodationWe 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 ******. For more information, go to Employment Notices.EEOCal 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 NoticesFor other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.