Academic Coordinator, Chemistry

Academic Coordinator, Chemistry

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.

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. This position ensures the overall smooth functioning of the office and provides or coordinates student and faculty assistance as needed. This position answers phones, receives/sorts mail, maintains office supply inventory, coordinates correspondence related to faculty searches and reviews, assists faculty with expense reports and reimbursements, helps prepare and photocopy documents, arranges departmental events (e.g., seminars, workshops, dinners, receptions), coordinates travel for faculty and students, assists with preparing departmental reports, and helps the Chair coordinate scheduling of courses.

The Academic Coordinator is responsible for hiring, processing personnel paperwork for, and in some cases directly overseeing one or more student employees in the department.

Reporting directly to the Department Chair, the Academic Coordinator performs the following essential duties and 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.
• Attend department meetings and take notes.
• Monitor and assist in drafting department budgets and process budget documentation.
• 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.
• Respond independently to inquiries requiring knowledge of policies and guidelines.
• Ensure that requests for action 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.
• Coordinate program schedules, room assignments, student registration, and other programmatic processes.
• Support faculty teaching and research, including internal and external grants.
• Support faculty, staff, and students with travel grant tracking and reimbursements.
• Support faculty personnel reviews, faculty recruiting, annual reports, and program reviews. Coordinate correspondences related to faculty searches and reviews.
• Assists faculty with expense reports and reimbursements.
• Arrange special departmental events (e.g., seminars, workshops, dinners, receptions).
• Assist the Chair in coordinating scheduling of courses.
• Maintains departmental physical and electronic information kiosks.
• Assists the Chair with P-Card reconciliation.

Perform clerical tasks for the department, such as:

• Schedule appointments and maintain calendars.
• Maintain office supply inventory and organize office purchases and supplies based on program needs.
• Maintain departmental and confidential files and records.
• Answer department phones, respond to inquiries, and route callers to the appropriate faculty or staff member.
• Duplicate (photocopy, scan, etc.) materials.
• Welcome visitors to the department.
• Receive and sort incoming mail.

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. Oversee payroll for students.

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.

Experience:

A minimum of 5 years of general office experience with increasing responsibility in administrative, grant administration, and clerical assignments is required. Word processing experience is required. Experience working independently, taking initiative, and managing office functions is required, preferably at an academic institution.

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…