Coordinator Jobs

About The Position

Requirements

• Bachelor’s degree in business administration or liberal arts is preferred, or equivalent combination of education and experience.
• A minimum of 2 years of administrative experience with increasing responsibility is preferred.
• At least 2 years of experience at an academic institution is preferred.
• At least 2 years of data collection and analysis experience preferred.
• Professional skills in office management.
• Ability to exercise good judgment with limited guidance.
• Friendly demeanor that creates a welcoming environment for visitors.
• Professional and flexible demeanor that thrives in an intense, deadline-filled environment, where multi-tasking under pressure is essential.
• Ability to provide good customer service to students, employers, staff, and faculty through a positive attitude, listening to needs, and following up as promised.
• Ability to collaborate effectively with all constituents (faculty, staff, colleagues, students, employers) with a good sense of humor, team spirit and positive attitude.
• Knowledgeable of how to supervise and work with students in a liberal arts setting.
• Knowledgeable about CDO resources.
• Ability to work well on a variety of projects with a strong team orientation.
• Ability to manage and prioritize high levels of email correspondence.
• Must understand and communicate the mission, history and curriculum of the College’s liberal arts environment.
• Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, and phone skills.
• 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, Publisher, PowerPoint) and associated professional software (such as Handshake, recruiting systems, Kronos, 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 exceptional organizational, administrative and time management skills to complete work with accuracy and a keen attention to detail in a fast-paced environment with constant interruption.
• Operate the College’s vehicles safely for campus-related work and meet all insurance-related requirements.

Responsibilities

• Assist with the recruiting, selection, and management of a group of student ambassadors in collaboration with the CDO’s Career Advisor.
• Jointly identify the needs and provide training for Peer Advisors to effectively perform administrative duties and ensure efficient office operations with the CDO’s Career Advisor.
• Provide leadership, supervision, and oversight of students as they perform front desk operations.
• Give regular feedback to the Peer Advisors related to front desk responsibilities and support them with their skill development.
• Manage peer advisor scheduling and payroll.
• Enter events into Handshake, record attendance, and administer/collect evaluations.
• Create and disseminate listserv information and provide support with event logistics.
• Create student engagement reports on a semester and annual basis, and provide updates, as needed.
• Handle funding inquiries and dispersing funding for Experiential Learning programs such as PCIP and Smart Start.
• Manage communications for funding programs and update web-based information.
• Manage gifts and ensure that funding is allocated.
• Manage funding data information and curate data for reporting purposes.
• Receive and distribute other funding requests handled by the CDO.
• Correspond with participants, update program materials (including the website), manage the Canva site, and handle the budget for the Smart Start program.
• Ensure smooth logistical operations of the on-campus component of the Smart Start program by scheduling, rooms, AV equipment, food, etc.
• Lead the handling of travel logistics for the off-campus component of the Smart Start program (transportation, lodging, food, etc.).
• Coordinate scheduling of fellowships events, meetings, and interview sessions, including posting events in Handshake, room reservations, and catering.
• Collect, collate, and distribute fellowship applicant files, using Outlook, Sakai, SurveyMonkey Apply, and various fellowships application platforms.
• Coordinate the on-campus review process for Fulbright applicants.
• Upload Campus Committee Evaluations to the Fulbright application portal.
• Process travel and other payments for the Pomona-Downing and Downing-Pomona scholars.
• Maintain organized and efficient storage of electronic files on internal Fellowships drives.
• Assist with maintenance of Fellowships Advising webpages.
• Organize presentations by visitors from fellowships foundations.
• Oversee front desk coverage to ensure CDO is a welcoming space for externals, students and colleagues; meet and greet visitors, students, faculty and staff and field general questions.
• Assist with program/event logistics such as setup, in-program assistance, and breakdown.
• Serve as back-up to other administrative staff for front office functions.
• Attend required (as designated by supervisor) CDO programs/events.
• Assist with management of phone inquiries made to the CDO and refer callers to appropriate CDO staff member.
• Support efforts to promote career programming and co-lead website updates as part of the CDO Communications Team.
• Provide administrative support for career treks and other specific programs as identified by office need and assigned.
• Participate in CDO and College special events (orientation, Open House, Family Weekend, Career Fairs…).

Benefits

• competitive benefits package