Academic Coordinator, Mathematics

Pomona College•Claremont, MN

2d•$25 - $33•Onsite

About The Position

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.

Requirements

High School Diploma or GED is required, or equivalent combination of education and experience.
A minimum of 5 years of general office experience with increasing responsibility in administrative and clerical assignments is required.
Word processing and budgeting experience are required.
Experience working independently, taking initiative, and managing office functions is required, preferably at an academic institution.
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.
Understanding of social media platforms (Facebook, Twitter, Instagram) for the promotion of the programs and their public activities.
Ability to use software to design posters and announcements for department/program events and public activities.
Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as Workday, Tidemark, OnBase, 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.

Nice To Haves

2 or more years of college or business school in office administration is preferred.

Responsibilities

Provide a broad range of administrative and secretarial support: Maintain a 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 processing 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.
Assist with grants administration. Act as liaison with the 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.