Engineering Program Coordinator

** Title of Job:
Engineering Program Coordinator
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* POSITION SUMMARY:

** The Engineering Program Coordinator is the main point of contact for faculty in all matters related to academic programming and faculty support. The Engineering Program Coordinator coordinates faculty requests, infrastructure upgrades, supports travel, and plans and manages department events throughout the academic year.  The Engineering Program Coordinator reports to the Engineering Department Senior Manager.  
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* DUTIES AND RESPONSIBILITIES:

** General Academic Programming and Faculty Support:
* Manage departmental communications. Includes responding to routine correspondence (e.g., calls, emails to the department) and interfacing with other departments on campus and external organizations.
* Manage departmental spaces and operations. Includes maintaining printers and supplies, ordering and stocking supplies, and organizing and maintaining the Engineering general access areas that include, but are not limited to, the copy room, student lounge, staff kitchen, mailboxes, main hallway, and storage spaces.
* Support faculty in course and departmental work, including printing and copying, making room reservations, collecting Claremont Cash for kit distribution, and organizing course-related events.
* Support faculty searches, including advertising, application platform,  travel, scheduling, reimbursement, hosting candidates, and communication with candidates.
* Manage student petitions process, including record keeping..
* Assist with onboarding new faculty, including preparing their office, facilitating office moves, getting their /keys, showing them how to order computers, supplies, etc.
* Upkeep of the department directory and emergency information.
* Assist with developing requests for proposals, requests for information, or invitations to bid from the procurement of products and services needed by the Engineering department.
* Learn new software as necessary for purchasing, approvals, travel, database creation/management, and accounting.
* Updating the department information including, but not limited to, the department website, Engineering majors posters, and hallway displays.  Travel Support:
* Arrange and book arrangements for research, Clinic, Engineering student clubs, and other departmental travel.
* Process purchase orders, and purchases on the departmental purchase card. Provide backup support for the Engineering Staff Accountant as needed. Interface with the Business Affairs Office (BAO) as appropriate.  Departmental Event Support:
* Manage calendar, reserve locations, order food, submit work orders to F&M, arrange refreshments with Dining Services or outside vendors, arrange AV needs with Computing and Information Services (CIS), prepare materials, and handle travel logistics for guests for departmental events.
* Select, order, prepare, and distribute gifts and certificates for Engineering events when needed.
* Support workplace emergency preparedness fire drills for the second floor of Parsons.
* Photograph department events.

Purchasing and Package Management:
* Review all requests and purchase orders to ensure accuracy, compliance with College policy and verify approval. Purchase items for Engineering students, faculty, and staff using the College purchase card and the purchase order (PO) process for items over $5,000.
* Develop and maintain vendor relationships; solicit verbal and written quotations for products and services; act as the liaison between vendors and department constituents; and rectify invoice inconsistencies with vendors and the Department Staff Accountant.
* Enter purchases and reconcile purchases in the appropriate software.
* Monitor purchases and track deliveries through receipt; compare invoices with products/services received and reconcile discrepancies.
* Enter shipping information in appropriate software. Monitor shipment progress and follow up with vendors and/or the relevant faculty, staff, or student when shipment is delayed, partially fulfilled, or unable to be fulfilled to determine next steps.
* Ensure compliance with all College and Department purchasing policies and consult with Business Affairs staff as needed.
* Orient faculty, staff and students to procedures for submitting purchasing requests and respond to inquiries regarding purchasing and other department procedures.
* Maintain records and files necessary for the collection and retention of data regarding purchases; ensure that records and files are clearly tied in…