Academic Coordinator, Anthropology and Sociology

Job description

Job Posting Location: Claremont, CA Job Posting Title: Academic Coordinator, Anthropology and Sociology 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, varied, and often confidential administrative and clerical functions for the department and serving as a resource for faculty, students, and other staff members. This position provides administrative support in budget preparation, tracking and reporting. The Academic Coordinator handles public events and lecture series; assists with faculty hiring, promotion reviews, student hiring, the school’s catalog, course scheduling; assists with course preparation, library supervision, and maintaining department files and records. This position investigates, evaluates, and resolves problems within the scope of the position. The Academic Coordinator may be responsible for hiring, processing personnel paperwork for, and in some cases directly supervising one or more student employees. ESSENTIAL FUNCTIONS: Reporting directly to two Department Chairs and the Coordinators of two Programs, the Academic Coordinator performs the following essential duties and responsibilities: 1. Provide a broad range of administrative and secretarial support for two Academic Departments (Anthropology and Sociology) and two Intercollegiate Academic Programs (American Studies and Science, Technology and Society). a. Maintain student database and create templates for using the data for the program 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. i. Collect and archive teaching evaluations; provide copies as needed for review. b. Monitor and assist in drafting department/program budgets, and process budget documentation. i. Draft annual department/program budgets for Department Chairs’ and Program Coordinators’ approval and prepare and submit budget requests. ii. Allocate and track budget expenditures, prepare quarterly budget reports for departments/programs and monthly purchasing card reports for the business office. iii. Create and maintain Excel spreadsheets to track expenditures in department/program lecture series. c. Collect, compile, and analyze information. Prepare agendas and support materials for conferences, committees, and meetings. Coordinate special projects. i. Research and compose correspondence, reports, and memos. ii. Maintain inventory and check-out system for department/program-owned video and voice recorders, iPods, and transcribers for loan to students; maintain Hahn Building Lost & Found; post list in Digester -attempt to find owners of lost articles. iii. Coordinate advertising; create targeted mailing lists. iv. Arrange catering for receptions and meals for field trips, speakers, retreats, and department and public events, lecture series, and colloquia. d. Respond independently to inquiries requiring knowledge of policies and guidelines. i. Advise Department Chairs/Program Coordinators, faculty, and students on College and department/program policies and guidelines. ii. Investigate, evaluate, and resolve problems related to supervisory, administrative, and clerical responsibilities. iii. Interact with students, answer inquiries or direct them to proper channels. e. 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. f. Coordinate program schedules, room assignments, student registration, and other programmatic processes. i. Update and submit department/program catalog and course descriptions annually; maintain records of new and revised courses; request appropriate course numbers. ii. Prepare and submit department/program course schedules; request classroom assignments each semester. iii. Prepare and maintain master calendar of Hahn classroom schedules. iv. Arrange travel, lodging, meals, media services, venues, receptions, and honoraria for speakers in annual department lecture series. g. Support faculty personnel reviews, faculty recruiting, and program reviews. i. Assist in faculty search and hiring process; submit job advertisements; prepare and submit search budget worksheets; track and report search expenses; acknowledge applications; maintain applicant files; contact short-listed candidates and schedule telephone interviews; create visiting candidates’ itineraries; schedule meetings and interview; arrange public lectures, receptions, transportation, lodging and meals; provide figures and statistics for faculty search reports. ii. Provide administrative/clerical support for faculty promotion reviews: request evaluations from students; compile and mail dossiers to peer reviewers; assure confidentiality of review materials; compile dossiers for submission to President, Dean, and FPC. h. Support faculty teaching and research, including internal and external grants. i. Arrange for duplicating of syllabi, class handouts, reading packets, exams, and research materials. ii. Arrange campus vehicle (Sagecoach) or rental van transportation for class field trips. iii. Maintain college driver certification records for faculty who drive students to department events and field trips. iv. Create and maintain email distribution lists for faculty, majors, student groups, affiliated departments (Chicano Studies, Asian-American Studies), and Sociology & Anthropology faculty at the other Claremont Colleges. i. Update and maintain department web pages in Drupal. j. Supervise department/program book and video library; purchase, organize, and catalog library materials in Endnote database. k. Assist with day-to-day computer issues and software applications. 2. Perform clerical tasks for the departments/programs, such as: a. Schedule appointments and maintain calendars. b. Organize office purchases and supplies based on program needs. i. Locate vendors; purchase office equipment, supplies, teaching, and library materials. c. Process all requests for payment and reimbursement from department/program accounts. i. Assist faculty in monitoring their research funding expenditures. d. Organize, maintain and control department/program files and records, including confidential materials. e. Answer department/program phones and route callers to the appropriate faculty or staff member. f. Duplicate (photocopy, scan, etc.) materials. g. Request repair or replacement of damaged or outdated department and Hahn Building furnishings and equipment (exclusive of faculty computers and classroom media). 3. Hire, process personnel paperwork for, and in some cases directly supervise one or more student employees in the department. Must complete the bi-annual AB 1825 Sexual Harassment Prevention Training as required by the State of California. a. Advertise positions, hire student assistants, and review and approve student employee timesheets every two weeks. b. Advise students on allocating work hours within annual work study allotment. c. Create and maintain Excel spreadsheets to track students’ wages and hours worked. 4. Participate in meetings, computer training, and professional development opportunities to maintain proficiency in new College systems and procedures. 5. Coordinate special projects/tasks and provide assistance as assigned. QUALIFICATIONS: Education/Licenses/Certificates: 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 5 years of general office experience with increasing responsibility in administrative and clerical assignments is required. Word processing experience is required. Experience with Workday finance/budget software is preferred . Experience working independently, taking initiative, and managing office functions is required, preferably at an academic institution. REQUIRED KNOWLEDGE AND CRITICAL SKILLS: This 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. 1. Deploy professional skills in managing an office, in collaboration with colleagues, to best promote the College’s strategic interests. a. Make independent decisions and take initiative occasionally. b. Know and understand how to supervise student employees. c. Know and understand the organization, policies, and procedures of the academic institution, and sometimes of a technical specialty. 2. 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. a. Possess excellent grammar, business correspondence, and budget management skills. 3. Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook, FrontPage, Drupal) and associated professional software (such as WorkDay, EndNote Jenzabar, CX CARS, Internet research, menu-driven databases). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality. a. Periodic maintenance and troubleshooting of photocopying machine (i.e. replace toner, fix paper jams, call in repair personnel for larger problems). 4. 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. 5. 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. 6. 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. 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.