CA STATE POLYTECHNIC UNIV POMONA

CA STATE POLYTECHNIC UNIV POMONA

Academic Coordinator, Chemistry

Claremont, USA · Full-time

Sponsorship not specified$25k-$33kDetected 25 days ago
ExcelHRISCustomer SupportResearchLeadershipCommunicationCollaborationTime ManagementMicrosoft OfficeOSHA

About the role

  • 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 and serving as a resource for faculty, students, and other staff members.

Responsibilities

  • Provide a broad range of administrative and secretarial support for the department.
  • 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.
  • Provide support for department labs and lab supply ordering as necessary.
  • Collect, compile, and analyze information. Prepare agendas and support materials for conferences, committees, and meetings. Coordinate special projects.
  • 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.
  • Support faculty teaching and research, including internal and external grants.
  • Support faculty, staff, and students with travel grant tracking and reimbursements.
  • Maintains departmental physical and electronic information kiosks.
  • Schedule appointments and maintain calendars.

Requirements

  • Word processing experience is required.
  • Experience working independently, taking initiative, and managing office functions is required, preferably at an academic institution.
  • 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 pm.
  • 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.
  • Education/Licenses/Certificates: High School Diploma or GED is required, or equivalent combination of education and experience. Two or more years of college or business school in office administration is preferred.
  • 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.
  • Deploy professional skills in managing an office and grant administration, in collaboration with colleagues, to best promote the College's strategic interests.
  • 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 Workday, CourseDog, Drupal, 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.
  • 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 pm. Overtime, holiday, weekend, and evening work hours may be required. Regular hours may vary due to the needs of the College or division.
  • ADDITIONAL POSITION DETAILS: This is a regular, full-time, non-exempt position. The hourly rate for this role is between $25.00 to $33.00 per hour. 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.

Nice to have

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

Skills

  • 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.
  • Use strong organizational and time management skills to complete work with accuracy and a keen attention to detail.
  • Overtime, holiday, weekend, and evening work hours may be required.
  • Regular hours may vary due to the needs of the College or division.
  • ADDITIONAL POSITION DETAILS: This is a regular, full-time, non-exempt position.
  • 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.

Compensation

  • Support faculty personnel reviews, faculty recruiting, annual reports, and program reviews. Coordinate correspondences related to faculty searches and reviews.
  • Hire, process personnel paperwork for, and in some cases, directly oversee 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.

Benefits

  • 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.
  • 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).

Visa & Work Authorization

  • All staff positions are ineligible for visa or permanent resident card sponsorship.
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