Academic Coordinator

The Claremont Colleges Services; Claremont (CA); On-site; USD 34,000 - 45,000; Full time

Job summary

Pomona College is seeking an Academic Coordinator to perform a broad range of skilled administrative tasks for the department and to support faculty, students, and staff. You will manage calendars, coordinate budgets and travel, hire and supervise student employees, and assist with grants and program operations.

This role requires attention to detail, independent work, and the ability to handle confidential information in a fast-paced academic environment.

Qualifications

• Education: High School Diploma or GED required; 2+ years of college or business school preferred.
• Experience: At least 1 year in general office roles with increasing responsibility.
• Ability to work independently, manage multiple tasks, and handle confidential information.

Responsibilities

• Provide broad administrative and clerical support to the department.
• Maintain calendars, coordinate schedules, and prepare meeting materials.
• Monitor budgets, purchase documentation, and reimbursements; assist with grants.
• Hire and supervise student employees where applicable; support faculty and staff.

Skills

Office administration

Budgeting

Calendar management

Staff supervision

Education

High School Diploma or GED

2+ years of college or business school

Tools

Jenzabar

CX CARS

Job description

ABOUT POMONA COLLEGE

Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.

JOB PURPOSE

The Academic Coordinator works independently, performing a broad range of highly skilled administrative and clerical functions for the department or program and serving as a resource for faculty, students, and other staff members. The Academic Coordinator may be responsible for hiring, processing personnel paperwork for, and in some cases directly supervising one or more student employees. The Academic Coordinator will provide support to the following entities, with an approximate allocation of time as follows:

• International Relations Program 50%
• Latin American Studies 20%
• Asian Studies 20%
• Floating 10%

ESSENTIAL FUNCTIONS

Reporting directly to the Department Chair or Program Coordinator, the Academic Coordinator performs the following essential duties and responsibilities:

• Provide a broad range of administrative and clerical support:
• Maintain student database and create templates for using the data for documents and the distribution of information.
• Produce final documents formatted with correct spelling, syllabication, punctuation, and grammar with materials that may be of a technical or confidential nature and/or contain non-English language.
• Monitor and assist in drafting budgets and process budget documentation.
• Support faculty teaching and research.
• Support faculty personnel reviews, faculty recruiting, and department/program reviews.
• Collect, compile, and analyze information.
• Prepare agendas and support materials for conferences, committees, and meetings.
• Coordinate special projects.
• Order supplies for classrooms, offices, laboratories, and/or studios.
• Respond independently to inquiries requiring knowledge of policies and guidelines.
• Ensure that requests for actions and/or information are relayed to the appropriate staff or faculty as needed.
• Interpret requests and help implement action; make sure that information is furnished in a timely manner; decide whether faculty or administrators should be notified of important or emergency matters.
• Coordinate schedules, room assignments, student registration, and other processes.
• Assist with day-to-day computer issues and software applications.
• Coordinate department or program and public events, lecture series, and colloquia.
• Support program coordinators and affiliated faculty.
• Reconcile purchasing card expenditures and organize and submit reimbursements on Workday or related financial platforms.
• Organize and coordinate documents and reimbursements related to program-supported student travel.
• Support the executive staff of Global Pomona.
• Assist with grants administration: Act as liaison with Dean of the College’s office to track budgets and process budget documentation for internal and external faculty and student grants.
• Provide information on faculty and student research and assist with grant reporting.
• Perform clerical tasks such as:
• Schedule appointments and maintain calendars.
• Organize office purchases and supplies based on needs.
• Maintain confidential and non-confidential files and records (paper and/or electronic).
• Answer phones and route callers to the appropriate faculty or staff member.
• Duplicate (photocopy, scan, etc.) materials.
• Hire, process personnel paperwork for, and in some cases directly supervise one or more student employees.
• Must complete the bi-annual AB 1825 Sexual Harassment Prevention Training as required by the State of California.
• May maintain department or program webpages as directed.
• Coordinate special projects/tasks and provide assistance as assigned.

QUALIFICATIONS

• Education: High School Diploma or GED is required, or equivalent combination of education and experience. 2 or more years of college or business school in office administration is preferred.
• Experience: A minimum of 1 year of general office experience with increasing responsibility in administrative and clerical assignments is required. Word processing experience is required. Experience working independently, taking initiative, and managing office functions is required, preferably at an academic institution.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS

The position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below. Deploy professional skills in managing an office and grant administration, in collaboration with colleagues, to best promote the College’s strategic interests. Make independent decisions occasionally. Know and understand how to supervise student employees. Know and understand the organization, policies, and procedures of the academic institution, and sometimes of a technical specialty. Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, customer service and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments. Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as Jenzabar, CX CARS, Internet research, menu-driven databases). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality. Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds. Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s/department’s annual goals. Use strong organizational and time management skills to complete work with accuracy and a keen attention to detail.

REQUIRED HOURS

The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend, and evening work hours may be required. Regular hours may vary due to needs of the College or division.

ADDITIONAL POSITION DETAILS

This is a regular, full-time, non-exempt position, benefits eligible. The hourly rate for this role is between $25.00 to $33.00 per hour with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles.

All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.

ADA/OSHA

This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for its small classes, challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges. Pomona College employees enjoy excellent benefits and perks and work in a diverse environment of equal opportunity, intellectual development and personal growth.