Description: Type of Appointment:
Full-time, Management Personnel Plan (MPP II) Anticipated Salary Range:
$96,000 - $115,000 (Commensurate with qualifications and experience) Recruitment Closing Date:
Open Until Filled First Application Review Date:
March 6, 2023REQUIRED- All candidates must submit the following:
About Our Team
- Cover letter
- Resume or CV
- Three (3) References
University Housing Services is a department within the Division of Student Affairs. Student Affairs' purpose is to serve the Cal Poly Pomona community by providing intentional, student-centered programs and support services, creating opportunities that facilitate student development and enhance a student's sense of belonging at CPP.
Student Affairs serves as a leader in the development of a dynamic, inclusive polytechnic university that facilitates learning, provides advocacy, and engages the diverse students we serve through divisional priorities grounded in equity, diversity, and inclusion. Priorities for the division include (1) engaging our diverse student population through intentional and transformative programs, services, and events and (2) developing student support and interventions that are equity minded and culturally relevant where students become empowered to discover and achieve their goals by developing self-advocacy skills.
To that end, University Housing Services, in collaboration with our residents and staff, seeks to provide a learning-centered environment that enhances (1) a safe and welcoming community, (2) opportunities for growth, leadership, and student success, and (3) appreciation and empowerment for all backgrounds, beliefs, and cultures.
University Housing Services is responsible for delivering a comprehensive student housing experience through Leadership, Operations, Residence Life, Business Services, Conference Services, Information Systems, Marketing, and Facilities Management. The department has an annual operating budget of $45 million and houses 2,800 diverse students across 3 communities in 12 residence halls, operating 24 hours a day, seven days a week. There are 45 full-time professional staff members complemented by more than 150 student leaders.DUTIES AND RESPONSIBILITIES:
Lead Units in Daily Processes:
- Direct the Assistant Director of Business Services, the Marketing Coordinator, the Information Technology Consultant, the Information Systems Specialist, and student assistants in the development of a comprehensive housing process for marketing, contracting, keys, collections, and information management strategies.
- Oversee the maintenance and integrity of the department's various administrative processes, as well as related applications and databases.
- Oversee the contract process (from application to move out) for all residents in 3 communities. Understand building and room layouts as it relates to assignments, room changes, conflict resolution, safe rooms, COVID isolation, and ADA accommodations
- Oversee the room assignments and room swap process for all residents in 3 communities based on availability and needs of students.
- Work closely with campus partners regarding student charges, past due accounts, and status of accounts (financial aid, cashiers, and admissions).
- Ensure the integrity and security of the department's residential key (hard and card key) access, which supports staff and students. Ensure a high level of service to staff and students.
- Establish a timeline for resident move-in during fall, winter closure, move out during the end of spring, and transitions to summer conferences.
- Responsible for developing an annual comprehensive marketing and outreach strategy for the department, which seeks to maximize occupancy in the community at all times. Marketing efforts are focused both on recruiting and retaining current students. Responsible for the development and implementation of customer satisfaction assessment strategies.Designs and creates all department publications and promotional information. Ensures that all print materials are adequately stocked and ready for timely distribution.
- In conjunction with the Coordinators of Conference Services and Marketing, coordinates the development, revision, and distribution of all UHS marketing materials, with emphasis on publications that focus on new resident student recruitment, current resident retention, and current resident student needs assessment.
- Develops processes for the distribution of all information related to payment, check-out, and promotion that needs to be passed on to current resident students. This is accomplished through several medias of communication: print materials, the housing website, social media, department electronic advertising on monitors, direct email messages to resident students, and presentations to residents and residential student leaders.
- Direct a staff of conference professional and para-professionals and provide direction to the program. Develop a marketing campaign to actively maximize the occupancy rate for summer. Coordinate the use of campus facilities for services and programs from late May through early August.
- Assess residential buildings and campus facilities to determine the best use of space for Conference Services guests and programs.
- Communicate with UHS Leadership to provide updates regarding summer conference services.
- Work in partnership with the Cal Poly Pomona Foundation to collect revenue.
- Ensure contracts for groups are issued appropriately and collections are completed in a timely way.
Information Systems & Technology
- Maintain the housing management system (StarRez) for online contracting, room management, and housing account status.
- Ensure that the University's technology use policy is strictly adhered to and enforced.
- Coordinate information from other university databases to streamline UHS processes.
- Establish a strategy for development and maintenance of the department's website with enhanced features for housing management system. Oversee the maintenance and integrity of the department's technology processes, as well as access to related applications and databases.
- Ensure the integrity and security of the department's computer network and access, which supports staff and students.
- Provide accurate and timely reports on current and projected occupancy based on enrollment data, historical data, external information, and environmental factors.
Human Resource Management
- Direct the vision, goal setting, and strategic planning of the unit
- Serve as the HEERA manager for hiring, performance evaluations, and professional development.
- Foster positive relationships with residents, students, parents, faculty, staff, alumni, and community partners to broaden the scope and reach of the department.
- Recruit, train, and coach a diverse staff of professionals and para- professionals who reflect the students being served and numerous diversity goals of the department.
- Coach teams in such areas as leading change, leveraging core resources, developing synergistic and collaborative interrelationships, managing performance, mediating conflict, and cultivating within each unit a culture of evidence that emphasizes assessment, evaluation, and quality improvement.
- Create and oversee culturally relevant programs, trainings, initiatives, and events for both professional staff and para-professionals.
- Interact with the Chancellor's Office, and other University personnel identified as "legal counsel" on a regular basis on issues pertaining to contract interpretation, residential policy, and student conduct.
- Interact with Human Resources and Payroll on a regular basis to address recruitment, retention, and employment processes.
- Serves in the capacity of the Executive Director in their absence.
- Serve as the Building Marshall during crisis/emergencies during regular operating hours and while the Business Services front office is open. Accompany and escort UPD and medical personnel through buildings in emergencies. Assist in building evacuations during a fire, earthquake, or drill. Assist with responding (in person) to student and staff crisis/emergencies during regular operating hours and while the Business Services front office is open. Promote and enforce policies that ensure the safety and security of residents, student leaders, parents, faculty-in-residence, para-professionals, and staff
Operations and Financial Administration
- Monitor accounts receivables and resident open balances on a regular basis. Develop and propose residential rates using market analysis with other schools, projections, and increases and decreases in expenses and reserve requirements. Monitor department expenditures to ensure that purchase agreements do not exceed department budget targets.
- Prepare comprehensive evaluations/reports of actual costs against budgeted costs, forecasting, and reconciliations.
- Develop financial models and proforma for current portfolio, new housing expansions, renovations, and remodels for internal and external review.
- In conjunction with the Facilities team, inspect and evaluate residential buildings to determine (a) damage and repairs, (b) possible concerns related to safety and security, (c) project timelines. Develop a capital maintenance plan based on (a) building inspections, (b) Facilities condition reports, (c) budgetary allowances of the department, and (d) needs of residential buildings
- Develop and coordinate several annual agreements for services, including those with the Cal Poly Pomona Foundation, Inc., University Financial Services, and Facilities Planning and Management. Maintain and monitor contracts with vendors and internal memorandum of understandings. Ensure that State and University purchasing guidelines are strictly adhered to.
- Establish annual timelines, priorities, and expected needs associated with major facilities projects and the expansion of the portfolio. In conjunction with the Executive Director, Leadership Team, Director of Facilities, and Facilities Planning and Management, plan and organize logistics of projected major maintenance and repairs on existing portfolio.
- In conjunction with the Executive Director, Leadership Team, Director of Facilities, and Facilities Planning and Management, plan and organize logistics for planned and anticipated growth of the portfolio.
Inner Division & Cross-Divisional Partnerships:
- Facilitates a resident culture of sense of belonging and provides evidence for the assessment and reporting of residents. Provides appropriate reports in partnership with the DSA Assessment, Data and Evaluation Team.
- In conjunction with the Housing Executive Director, Director of Student Conduct and Integrity, and the Vice President for Student Affairs, assist in determining venue for adjudicating cases that have university-wide impact.
- Provide oversight in the development, administration, and evaluation of processes, policies, and procedures for Business Services.
- Coordinate timelines for the department with the division, University Police, Parking & Transportation, and Facilities.
Professional Development & Other Duties as assigned:
- Stays abreast of current literature, ongoing trends, demographic changes, laws, and policies that impact the diverse student body.
- Continually assess student needs and interests, as well as remain abreast of current, model practices in the field of student affairs as it relates to identity development, student behavior; utilize relevant data, scholarship, and student development theories/models in planning and developing programs and services designed to actively foster student learning and promote students’ holistic success.
- Capacity to research and identify current issues in higher education both locally and nationally; awareness and insight into emerging issues (basic needs and mental health).
- Ensures staff have a professional development plan that incorporates and encourages best practices.
- Participates in local, regional, and national research and presentations pertinent to job functionality.
- Attends conferences and professional institutes to stay relevant and build a professional network that enhances the potential for innovation at CPP. Also participates in regional, state, and national organizations related to (1) Higher Education, Student Affairs, Student Personnel, and Student Development, (2) Business Administration, Budgeting, and Information Technology, (3) Housing, (4) Equity, Diversity, Inclusion, and Social Justice, (5) Student Success and a Sense of Belonging, and (6) Leadership and Human Resources.
- Serves on the Department Leadership Team, which includes senior representatives from UHS Residence Life, Business Services, and Facilities Management units. This group is directly and jointly responsible for determining housing-wide policy and setting the goals and objectives for the housing program.
- Serve on divisional and campus-wide committees representing the office and advocate for University Housing Services; Respond to the needs of the campus community as needed in times of crisis.
- Serves in the capacity of the Executive Director in their absence.
- Complete additional duties as assigned.
- Master's Degree in Business, Public Administration, Counseling, Student Development/Personnel, Higher Education, Educational Leadership, or similar. Demonstrated success in all responsible areas of the position.
- A minimum of five years of progressively increasing work in student housing, residential life, judicial affairs, student conduct, student life/activities, multicultural education, counseling, or similar.
- Ability to read, write, speak, and present at a level appropriate to the duties of the position.
- Thorough knowledge of Student Affairs, Student Housing, and/or Emergency Response.
- Thorough knowledge of preparing budgets.
- Must be able to climb stairs and ride elevators to (a) inspect/evaluate buildings, (b) respond to crisis, (c) assist in evacuations, and (d) provide support in emergencies and medical transport.
- Build partnerships and build strong relationships with campus community.
- Develop and enhance academic initiatives, including College-Theme Communities and Living-Learning Communities.
- Preferred Ed.D. or Ph.D. in Business, Public Administration, Education, Counseling, Leadership, or related field.
- Preferred 2 years’ experience as an Assistant or Associate Director.
- Experience in creating processes related to emergency, confidential, or highly-sensitive situations
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest .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 ADACoordinator@cpp.edu . More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml .EEO
Cal Poly Pomona is an Equal Opportunity, Affirmative Action 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 .
Closing Date/Time: Open until filled