Administrative Coordinator CDO Operations & Data

Administrative Coordinator for CDO Operations & Data

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 CDO Operations & Data plays a central role in supporting the operations, administration, and assessment efforts of the Career Development Office (CDO). This position provides high-level administrative support to the Senior Director, manages the logistics and execution of the office's major events and programs, and oversees key financial and operational processes.

The Administrative Coordinator also supports the CDO's data-informed approach to student services by collecting, analyzing, and reporting on qualitative and quantitative data. This includes conducting research, benchmarking peer institutions, developing reports and dashboards, and translating data into actionable insights that inform decision-making and demonstrate the impact of the office's programs and services.

Success in this role requires the ability to think strategically across all functions of the CDO, connect operational activities to broader departmental goals, and present complex information in clear, accessible formats for a variety of audiences.

Reporting directly to the Associate Dean and Senior Director, Career Development Office, the Administrative Coordinator will provide a broad range of support to the Career Development Office (CDO). Responsibilities include, but are not limited to:

• Office Operations & Administrative Tasks (25%)
• Provide administrative support to Senior Director.
• 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.
• Work collaboratively with the other administrative staff ensure smooth operations, including facilities, housekeeping, deliveries, furniture/supplies, etc.
• Support logistics for large-events, including booking locations, arranging caterers, securing vendors, tracking responses, process payments, etc.
• Serve as one of the primary technology contacts between the CDO and the web-based recruiting system (presently Handshake) for troubleshooting issues; liaise with ITS to upload student information.
• Design and implement organization systems and processes to improve office functioning and service delivery.
• Arrange travel and hotel accommodation for staff and visitors.
• Schedule/arrange meetings, answer the phone, sort physical mail and inboxes, photocopy and prepare materials for meetings and presentations; provide logistical arrangements for internal and external meetings and video conferences.
• Financial Tasks (30%)
• Monitor and administer the departmental budget, track expenditures, process financial transactions, reconcile accounts, and ensure compliance with institutional policies for individual staff, departmental programs and gifts.
• Assist the Senior Director in tracking costs, expenses and budgets of the departments and programs overseen by the Senior Director.
• Identify appropriate vendors for supplies, resources and services; negotiate rates and manage shipments/services rendered.
• Manage office subscriptions and resources.
• Prepare and track business reimbursements; enter purchase requisitions into the institution's electronic procurement system.
• Data Management (30%)
• Analyze assessment and benchmarking data and streamline into comprehensive reports for internal and external stakeholders.
• Compile,…