Administrative Coordinator Experiential Learning Programs, Fellowships Career Advising

Administrative Coordinator for Experiential Learning Programs, Fellowships & Career Advising

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 Administrative Coordinator for Experiential Learning Programs, Fellowships, & Career Advising will provide administrative services for the office. This position primarily involves offering administrative and clerical support in several areas within the Career Development Office (CDO): career advising and programming, experiential learning programs, fellowships, and general office functions. The Administrative Coordinator will manage various tasks to ensure smooth operations, including scheduling appointments, organizing events, maintaining records, and facilitating communication between departments.

In addition, the Administrative Coordinator will serve as a member of the Peer Advisor team and provide administrative support for the program in collaboration with the Career Advisor. This role requires strong organizational skills, attention to detail, and the ability to handle multiple responsibilities simultaneously and effectively.

This position supports the CDO's Peer Advisor Program by performing the following:

• In collaboration with the CDO's Career Advisor, assist with the recruiting, selection, and management of a group of student ambassadors.
• With the CDO's Career Advisor, jointly identify the needs and provide training for Peer Advisors to effectively perform administrative duties and ensure efficient office operations.
• Provide leadership, supervision, and oversight of students as they perform front desk operations.
• Give regular feedback to the Peer Advisors related to front desk responsibilities and support them with their skill development.
• Manage peer advisor scheduling and payroll.

This position supports Career Advising & Education by performing the following:

• Enter events into Handshake, record attendance, and administer/collect evaluations.
• Create and disseminate listserv information. Provide support with event logistics.
• Create student engagement reports on a semester and annual basis, and provide updates, as needed.

This position will provide administrative and operational support for Experiential Learning programs such as the Pomona College Internship Program (PCIP) and the CDO's Smart Start program by performing the following:

• Support the Assistant Director, Experiential Learning and Career Advising by handling funding inquiries and dispersing funding. Manage communications for funding programs; update web-based information.
• Manage gifts and ensure that funding is allocated.
• Manage funding data information and curate data for reporting purposes.
• Receive and distribute other funding requests that are (will be in the future) handled by the CDO.
• Support the Coordinators of the Smart Start program by corresponding with participants, updating program materials (including the website), managing the Canva site, handling the budget, and other functions as necessary.
• Ensure smooth logistical operations of the on-campus component of the program by scheduling, rooms, AV equipment, food, etc.
• Lead the handling of travel logistics for the off-campus component of the program (transportation, lodging, food, etc.).

This position will provide administrative support for Fellowship advising operations by performing the following:

• Coordinate scheduling of fellowships events, meetings, and interview sessions, including posting events in Handshake, room reservations, and catering.
• Collect, collate, and distribute fellowship applicant files, using Outlook, Sakai, Survey Monkey Apply, and various fellowships application platforms.
• Coordinate the on-campus review process for Fulbright applicants.
• Upload Campus Committee Evaluations to the Fulbright application portal.
• Process travel and other payments for the Pomona-Downing and Downing-Pomona scholars.
• Maintain organized and efficient storage of electronic files on internal Fellowships drives.
• Assist with maintenance of Fellowships Advising webpages.
• Organize presentations by visitors from fellowships foundations.

This position will lend support to all CDO functions and programs/services by performing the following:

• Oversee front desk coverage to ensure CDO is a welcoming space for externals, students and colleagues; meet and greet visitors, students, faculty and staff and field general questions.
• Assist with program/event logistics such as setup, in-program assistance, and breakdown.
• Serve as back-up to other administrative staff for front office functions.
• Attend required (as designated by supervisor) CDO programs/events.
• Assist with management of phone inquiries made to the CDO and refer callers to appropriate CDO staff member.
• Serve…