Administrative Coordinator, Oldenborg

Job Posting Location:

Claremont, CA

Job Posting Title:

Administrative Coordinator, Oldenborg

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 Administrative Coordinator at Oldenborg provides comprehensive administrative support to the Oldenborg Center, reporting directly to the Director. This role collaborates closely with the Director, Oldenborg Assistant Director, Assistant Director for International Student and Scholar Services, Assistant Director for Language Residents, and the Associate Director of the Foreign Language Resource Center to support a wide range of campus constituents, including students, faculty, and staff. Responsibilities include facilitating the hiring process, managing personnel for paperwork, and, in certain instances, providing direct supervision for one or more student employees within the Oldenborg Center.

ESSENTIAL FUNCTIONS: Reporting directly to the Oldenborg Director, the Administrative Coordinator performs the following essential duties and responsibilities:

1. Recruit, hire, train and supervise student assistants for the lunch table set up and check ins

• Provide administrative support for the Oldenborg Center.
• Maintain office supplies inventory and office technology including language resident supplies and equipment.
• Allocate and track budget expenditures for reimbursements, internal transfers, honorarium and office/LR supply needs.  
• Process timely expense reports, reconcile credit card accounts and payment requests in Workday.
• Monitor and assist in drafting department budgets for Staff Director’s approval and prepare and submit budget requests.
• Create and submit budget reports to the Staff Director throughout the year.
• Contribute to annual reports.
• Maintain contact lists of various groups who engage with Oldenborg Center programs.

2. Provide clerical support for the Oldenborg Center.

• Greet visitors to Oldenborg and direct them to the appropriate location.
• Manage the office’s general email account and phone number, route callers to the appropriate staff member.
• Receive and sort department subscriptions and mail.
• Maintain and control confidential files and records as needed.
• Photocopy and/or process materials electronically.

3. Provide support for Oldenborg Center programs and events

• Conduct daily set-up of language tables, supervise/work at the lunch check-in desk to ensure accurate sign-in sheets from various groups and direct guests appropriately.
• Create and maintain accurate attendance records on dining hall and language table/speaker events and other programs for the dining team and Oldenborg Annual Report
• Assist with special events and programs, including Language Resident Orientation, and international students and scholar programs, Oldenborg lectures and other special events.      
• Advertise Oldenborg events, maintain publicity list, and send emails to campus groups.
• Assist Director and Assistant Director of Oldenborg to support language residents, including ordering their program supply and occasionally driving them in Pomona vehicles to stores or medical facilities.

4. Coordinate maintenance and use of office and building spaces 

• Partner with Housekeeping and Maintenance on Oldenborg building issues, including in Language Resident apartments.
• Maintain accurate inventory of supplies in Language Resident apartments.
• Coordinate the reservation of facility spaces, including conference rooms and the international theater.)

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

• Demonstrates readiness to share ideas and collaborate with colleagues as we advance the development of the Center for Global Engagement.

QUALIFICATIONS:

• Education: High School Diploma or GED is required. Two or more years of college is preferred.
• Licenses/Certificates: A valid Class C driver’s license is required.
• Experience: A minimum of 1 year of administrative experience is required.  Basic proficiency in a language other than English is required. Communicative ability to converse in that language strongly preferred. Experience working in higher education 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 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.

• Deploy professional skills in managing an office, in collaboration with colleagues, to best promote the College’s strategic interests.
• Must be organized and self-starting with outstanding written, oral, research, and analytical skills and a willingness to learn new processes quickly. Demonstrate effective, accurate and clear communication.
• Demonstrate leadership skills to supervise, facilitate, motivate, and inspire a highly diverse group of students.
• Possess intercultural communication skills and sensitivity.
• Have basic understanding or proficiency in a language other than English.
• Ability to relate information accurately and with diplomacy.
• Excellent computer skills and ability to use word processing, data management, and web software. Use assigned technology, devices, and equipment to achieve annual goals.
• 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.
• 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 strong organizational, time management, and basic math skills to complete work with accuracy and a keen attention to detail.
• Operate the College’s vehicles safely for campus-related work and meet all insurance-related requirements.

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 the needs of the College or division.

HOURLY RATE: The hourly rate for this role is between $25.75 and $28.61 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.