Acting Coordinator

Job Posting Location:

Claremont, CA

Job Posting Title:

Acting Coordinator

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 International and Domestic Programs Coordinator performs a broad range of duties in support of the International and Domestic Programs Office.  This position must have understanding of international education administration to implement essential systems and processes for managing international and domestic programming on campus and with partners around the world. Systems and processes include internal and external communications; participant application, enrollment and record-keeping; risk management; billing and payments; data collection and reporting; event and meeting coordination; and information management with students, parents, and faculty. 

ESSENTIAL FUNCTIONS: Reporting directly to the Senior Director of International and Domestic Programs, and in close collaboration with office staff, the International and Domestic Programs Acting Coordinator uses independent initiative, expertise, and judgement to fulfill the following essential duties and responsibilities:

Provide administrative support for the International and Domestic Programs Office.

• Manage the application process, student records, and program brochures through Terra Dotta.
• Advise students regarding requirements, deadlines, and the administrative process for international and domestic programs by communicating in person, by phone, and over email.
• Assist with program assessment and evaluation; distribute, collect, and share (as appropriate) student feedback of international and domestic programs.
• Initiate and compose routine correspondence for the department.
• Manage the office’s general email account.
• Prepare forms and information sheets in a timely manner.
• Assist with report preparation, including statistical data.
• Welcome visitors with scheduled appointments or walk-in meetings.
• Maintain student databases and assist with processing grades.
• Schedule International and Domestic Programs Committee meetings and other meetings upon request.
• Coordinate events, schedule rooms, arrange catering, track responses, and send announcements.
• Maintain budget records and prepare budget reports for office and program accounts.
• Organize orientation materials each semester for international and domestic program participants.
• Maintain and update program literature files and website.
• Manage project sites on Box as needed: for example, International and Domestic Programs Committee materials.

Provide clerical support for the International and Domestic Programs Office.

• Process payments of bills and reimbursements.
• Answer phones and route callers to the appropriate staff member.
• Purchase office supplies and equipment as required.
• Maintain office records and organize files.
• Open and disperse mail to appropriate designations.

Manage the office’s social media accounts and web presence.

• Design, produce, and edit promotional, informational, and program materials.
• Coordinate with student workers assisting with social media and outreach.
• Communicate with program partners to maintain accuracy regarding program materials, policies, etc.

Facilitate and present information sessions about international and domestic programs.

Provide risk management support for the College.

• Communicate with students, faculty and staff regarding supplemental travel insurance.
• Register all international and domestic program students in the College’s travel tracking system.

Perform special projects/tasks/duties and provide assistance as assigned.

QUALIFICATIONS:

• Education: Bachelor’s degree or equivalent combination of education and experience is preferred.
• Experience: Three to five years of administrative experience is preferred, with 1-2 years of experience working in higher education administration.

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 job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills and abilities not listed below.

• Proven capacity to develop and manage systems and administrative processes to integrate a diverse, changing, and growing set of educational programs. 
• Must be organized and self-starting with outstanding written, oral, research, and analytical skills and a willingness to learn new technology quickly. Demonstrate effective, accurate and clear communication and leadership skills to supervise, facilitate, motivate, and inspire a highly diverse group of students. 
• Excellent computer skills and ability to use word processing, data management, and web software.
• Study abroad or significant experience living in another culture is preferred.
• Ability to manage multiple projects simultaneously, work independently and collaboratively as part of a team. Handle a wide variety of tasks in a busy, student-oriented office.
• Willingness to embrace change and to adapt to new technologies, program partners, and a constantly changing group of student participants.
• Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
• 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 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., Monday – Thursday, and 3:00 p.m. on Fridays. 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: Temporary, non-exempt position The hourly rate for this role is $16.90 to $26.90 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 role. 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.