Academic Coordinator, Anthropology and Sociology

Academic Coordinator, Anthropology and Sociology

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, varied, and often confidential administrative and clerical functions for the department and serving as a resource for faculty, students, and other staff members. This position provides administrative support in budget preparation, tracking and reporting. The Academic Coordinator handles public events and lecture series; assists with faculty hiring, promotion reviews, student hiring, the school's catalog, course scheduling;

assists with course preparation, library supervision, and maintaining department files and records. This position investigates, evaluates, and resolves problems within the scope of the position. The Academic Coordinator may be responsible for hiring, processing personnel paperwork for, and in some cases directly supervising one or more student employees.

Reporting directly to two Department Chairs and the Coordinators of two Programs, the Academic Coordinator performs the following essential duties and responsibilities:

• Provide a broad range of administrative and secretarial support for two Academic Departments (Anthropology and Sociology) and two Intercollegiate Academic Programs (American Studies and Science, Technology and Society).
• 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.
• Collect and archive teaching evaluations; provide copies as needed for review.
• Monitor and assist in drafting department/program budgets, and process budget documentation.
• Draft annual department/program budgets for Department Chairs' and Program Coordinators' approval and prepare and submit budget requests.
• Allocate and track budget expenditures, prepare quarterly budget reports for departments/programs and monthly purchasing card reports for the business office.
• Create and maintain Excel spreadsheets to track expenditures in department/program lecture series.
• Collect, compile, and analyze information. Prepare agendas and support materials for conferences, committees, and meetings. Coordinate special projects.
• Research and compose correspondence, reports, and memos.
• Maintain inventory and check-out system for department/program-owned video and voice recorders, iPods, and transcribers for loan to students; maintain Hahn Building Lost & Found; post list in Digester
  -attempt to find owners of lost articles.
• Coordinate advertising; create targeted mailing lists.
• Arrange catering for receptions and meals for field trips, speakers, retreats, and department and public events, lecture series, and colloquia.
• Respond independently to inquiries requiring knowledge of policies and guidelines.
• Advise Department Chairs/Program Coordinators, faculty, and students on College and department/program policies and guidelines.
• Investigate, evaluate, and resolve problems related to supervisory, administrative, and clerical responsibilities.
• Interact with students, answer inquiries or direct them to proper channels.
• Ensure that requests for actions 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.
• Update and submit department/program catalog and course descriptions annually; maintain records of new and revised courses; request appropriate course numbers.
• Prepare and submit department/program course schedules; request classroom assignments each semester.
• Prepare and maintain master calendar of Hahn classroom schedules.
• Arrange travel, lodging, meals, media services, venues, receptions, and honoraria for speakers in annual department lecture series.
• Support faculty personnel reviews, faculty recruiting, and program reviews.
• Assist in faculty search and hiring process; submit job advertisements; prepare and submit search budget worksheets; track and report search expenses; acknowledge applications; maintain applicant files; contact short-listed candidates and schedule telephone interviews; create visiting candidates' itineraries; schedule meetings and interview; arrange public lectures, receptions, transportation, lodging and meals; provide figures and…