PROGRAM COORDINATOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under direction, participates in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and/or initiatives; ensures program compliance with pertinent federal, state, local, and City-driven priorities, mandates, objectives, laws, guidelines, and regulations; may direct, coordinate, and monitor the work of assigned staff; and performs a variety of technical, administrative, and programmatic work in support of assigned programs including serving as a liaison to, coordinating with, and providing administrative support and staff assistance to City staff, boards, committees, and outside agencies.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

General Functions:

• Participates in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; participates in the development and implementation of program goals, objectives, policies, procedures, and priorities; develops strategies for the achievement of these goals.
• Participates in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of the City; performs the necessary research and analysis to justify the appropriateness of implementing the proposed program/project; prepares presentation materials and background documentation; monitors project success using appropriate tracking and feedback systems.
• Coordinates assigned program activities with those of other City departments and staff as well as federal, state, and local agencies to ensure effective cooperation consistent with optimal efficiency, effectiveness, and economy; coordinates data, resources, and work products as necessary and upon request in support of a productive and positive working environment.
• May direct, assign, and monitor the work of assigned staff members; provides clear, concise, and consistent direction; maintains a positive and productive work environment; as assigned, evaluates work performance according to City standards and recommends and implements appropriate corrective actions as necessary.
• Initiates, designs, produces, and distributes a variety of promotional, marketing, outreach, and informational materials, communications, and presentations for assigned programs, services, resources, events, and activities; may participate in the preparation of assigned budget and deciding on best methods for advertising; as assigned, creates press releases and serves as press contact for assigned programs.
• Serves as initial contact person for general inquiries and requests for information related to assigned program area(s); provides requested data, answers questions, and refers inquiries to the appropriate resource within or outside the City or department; participates in the investigation and resolution of complaints related to assigned program areas, activities, and contracts.
• May participate in the development of grant and/or loan applications; reviews grant and/or loan solicitations; writes grant and/or loan applications; writes staff report to City Council for grant and/or loan application approval; submits grant and/or loan applications.
• May administer assigned grants and/or loans; serves as primary grant and/or loan contact for funding agency; implements grant and/or loan activities to meet grant and/or loan requirements; reports to agency’s grant and/or loan manager; completes necessary reports to funding agency; submits final grant and/or loan report to agency.
• May direct, monitor, and evaluate the work of assigned consultants, contractors, and/or grantees according to City’s standards and pertinent agreements/contracts; assists in the development of appropriate contract language; provides clear, concise, and consistent direction; acts as a resource and City’s representative to consultant, contractor, and/or grantee regarding administrative and operational policies, procedures, and guidelines; advises appropriate parties of any problems in a timely manner.
• Provides responsible staff assistance, technical, and administrative support to staff, boards, and committees; researches, prepares, and presents technical, fiscal, and administrative studies, surveys, and reports.
• Participates in the development, administration, and monitoring of assigned program budget(s) and fiscal activities; tracks expenditures; projects future funding needs; may participate in the identification of appropriate and available funding sources.
• Maintains and updates various databases and filing and record keeping systems for assigned program area(s); participates in researching and collecting data and information for inclusion into database and record keeping systems; conducts surveys; produces reports from database; distributes requested information to appropriate parties in a timely manner including reports to regulatory agencies.
• As assigned, assumes responsibility for the program’s education function; develops education curriculum; prepares curriculum for classroom education programs for elementary and high-school age students.
• Attends and participates in professional group meetings; keeps informed of new trends and innovations related to area of assignment, public administration, and business administration.
• Performs related duties as required.

Economic Development Division Functions (When Assigned):

• Carries out the City’s Marketing Plan activities, including media and public relations contacts; writes press releases, editorials and articles for various outside publications; develops media kits and other marketing collateral for Economic Development related efforts; coordinates and writes for the Economic Development Division’s quarterly newsletter and the bi-annual Escondido Community Profile; gathers editorial calendars and submits articles accordingly; meets with the press, editorial boards, freelance writers, and others in order to attract positive media attention to the City.
• Works with outside organizations and event planners to maximize marketing and public relations
  efforts and resources; helps promote the City of Escondido to attract quality businesses and tourists.
• Coordinates details of various Economic Development Division seminars, workshops and collaborative events.
• Manages the Façade and Property Improvement (matching grant) Program (FPIP).

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Operational characteristics, services, and activities of assigned program.
• Principles and practices of program development and administration.
• Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
• Principles of lead supervision and training.
• Basic principles and practices of budget preparation and administration.
• Grant and/or loan application and administration principles and practices.
• Marketing, media and public relations activities.
• Journalistic writing including press releases, editorials and articles for publications.
• Pertinent Federal, State, and local laws, codes, and regulations.
• Recent developments, research methods, current literature, and sources of information related to assigned programs and service areas.
• Terminology used in area of assignment.
• Modern office procedures, methods, and equipment including computers and various software packages.
• Methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.
• Principles of business letter writing.
• Methods and techniques used in customer service and public relations.
• English usage, spelling, grammar, and punctuation.
• Mathematical principles.
• Organization and operation of municipal government.

Ability to:

• Participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area.
• Perform responsible and difficult programmatic and administrative duties involving the use of independent judgment and personal initiative.
• Participate in the development and administration of program goals, objectives and procedures.
• Understand the organization and operation of the City, assigned program, and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent federal, state, and local laws, codes, and regulations.
• Principles, practices, and trends used in public information and education programs.
• Identify and respond to community and organizational issues, concerns, and needs.
• Research, analyze, and formulate recommendations, work plans, and activities regarding planning, technical, and administrative issues.
• Organize and prioritize timelines and project schedules in an effective and timely manner.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Establish and maintain various data collection, record keeping, tracking, filing, and reporting systems.
• Prepare clear and concise technical, administrative and financial reports.
• Plan, schedule, and review the work and performance of subordinates in a manner conducive to proficient performance and high morale may be required for some positions.
• Participate in the preparation and administration of budgets.
• Operate and use modern office equipment including a computer and various software packages.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: Equivalent to an Associates degree from an accredited college or university with major course work in area of assignment, business administration, public administration, journalism, marketing, or related discipline.

Experience: Two years of experience performing general administrative and program coordination work in similar types of programs or technical area to which assigned.

License or Certificate - Possession of, or ability to obtain, an appropriate, valid driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Office setting; some positions may also operate in a field setting. Exposure to dust from paperwork and environment, temperature swings from air conditioning to outdoors, electrical hazards of wiring. Work schedule is 9/80 with alternating Fridays off in a biweekly period with unscheduled breaks. Overtime may be required to attend night and weekend meetings. Work environment is both formal and informal, both team- and autonomy-oriented, having variable tasks, pace, and pressure. May require the ability to deal effectively with diverse cross-sections of the public, and to deal with occasional threats, hazards or unstable situations.

Physical: Primary functions require sufficient physical ability to work in an office and field setting and operate office equipment. FREQUENT walking, standing, sitting, reaching above and at shoulder level, pushing/pulling, twisting at waist, upward and downward flexion of neck, side-to-side turning of neck; lifting objects weighing up to 10 lbs. from below waist to above shoulder level and transporting distances up to one city block; fine finger dexterity and grasp to manipulate writing materials, papers and office equipment; light to moderate finger pressure to operate computer terminal, typewriter and calculator. OCCASIONAL bending and stooping, squatting, crawling, climbing, kneeling; pushing/pulling; grasp, twist and torque to manipulate miscellaneous equipment. INFREQUENT lifting objects weighing up to 30 lbs. from below waist to chest level and transporting distances up to 30 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Date: October 2005
Revised by MH/Department