Academic Coordinator, English and Media Studies

Job Posting Location:

Claremont, CA

Job Posting Title:

Academic Coordinator, English and Media Studies

Job Description:

Academic Coordinator-English & Media Studies

ABOUT POMONA COLLEGE: 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.

POSITION SUMMARY: The Academic Coordinator works independently, performing a broad range of highly skilled administrative and clerical functions and serving as a resource for faculty, students, and other staff members. This position supports two Academic Departments English and Media Studies. The Academic Coordinator may be responsible for hiring, processing personnel paperwork for, and in some cases directly supervising, one or more student employees in the departments/programs. This position provides support in budget preparation, monitoring and reporting. The Academic Coordinator organizes public events, course scheduling, and catalog copy. This position also maintains files, records, and makes purchases for departments, affiliated faculty grants and start-ups.

Reporting directly to two Department Chair, the Academic Coordinator performs the following essential duties and responsibilities:

• Provide a broad range of administrative support the English Department and Media Studies.
• Respond independently to inquiries requiring knowledge of policies and guidelines.
• 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.
• Prepare agendas and support materials for committees and department meetings. Prepare and distribute agendas for department meetings. Attend meetings and take minutes as requested.
• Coordinate schedules, room assignments, student registration, and other processes.
• Provide instructional support.
• Arrange transportation for class field trips with Sagecoach or reimbursement (e.g., to the Draper Center, Hive, etc.).
• Provide logistical support for guest lecturers: travel, accommodation and honoraria
• Organize catering for in-class meals and refreshments
• Order books as needed by faculty when researching for a class, and set up class reserve items in library
• Keep records for senior projects.
• Support and coordinate faculty reviews.
• Liaise with the Academic Dean’s Office to coordinate internal faculty reviews.
• Assist department chair with solicitation of student letters and letters of information.
• Upload course evaluations and review materials to Sakai.
• Organize and distribute dossier materials to outside referees; collect and upload to Sakai letters from outside referees.
• Coordinate and support faculty Searches.
• Advertisements: submit job ads to various media for posting.
• Budget: assist preparation and submission of search budget worksheets, and track expenses.
• Application process: acknowledge applications; maintain files; contact applicants; schedule telephone or off-site interviews; provide security for all files.
• Interviews: create visiting candidates’ itineraries; schedule meetings with faculty, students, administration; arrange/promote public lectures, reception, transportation, lodging and meals for each candidate.
• Assist with day-to-day computer issues and software applications.
• Monitor purchase agreements and contracts.
• Arrange transportation for class fieldstrips.
• Facilitate implementation of College policies and programs
• Keep records for senior projects.
• Provide support budgeting and accounting
• Maintain/monitor budgets, assist in drafting budgets, and process budget documentation.
• Maintain paper and electronic files and records.
• Maintain/monitor budgets, assist in drafting annual budgets, and process budget documentation.
• Allocate and track expenditures through WorkDay.
• Prepare budget requests and transfers through WorkDay.
• Process and track payment and reimbursement requests from accounts.
• Responsible for accounts payable and new vendor set up
• Monitor purchase agreements and contracts.
• Assist in preparation and submission of budget worksheets, and track expenses associated with self-studies, faculty searches,
• Provide support in grants administration.
• Support faculty teaching and research, including internal and external grants.
• Track and monitor all internal and external funding, including budget management, expenditure tracking, and donor and Foundation reporting.
• Track grant related deadlines.
• Act as liaison with Grants Administrator to track and report all grant and research expenditures, financial and narrative reports for external grant awards, undergraduate research grants, and information on faculty and student research activity as requested.
• Provide clerical support.
• Schedule appointments, department meetings and maintain calendar that keeps track of deadlines for the department such as catalog copy, budgets, etc.
• Purchase and organize office purchases and supplies (office supplies, refreshments, books/DVDs, etc.).
• Maintain paper and electronic files and records.
• Answer phones and route callers to the appropriate faculty or staff member.
• Duplicate (photocopy, scan, etc.) materials for departments and program use; coordinate duplicating with student workers for course materials.
• Mail items, accept and sort incoming mail and deliveries.
• Hire, process personnel paperwork for, and in some cases directly supervise one or more student employees. Must complete the bi-annual AB 1825 Sexual Harassment Prevention Training as required by the State of California.
• Supervise on or more students in the departments/programs.
• Provide support to faculty who oversee student liaison and mentors.
• Review and sign-off student Kronos time sheets.
• Advise supervising faculty of student work allotments
• Reconcile and report work study hours to appropriate faculty.
• Coordinate office communications.
• Create and maintain PO and 5-C communication lists with faculty, staff, students, and outside agencies.
• Compile information related to administrative or educational activities; scan and post materials to Sakai.
• Respond to inquiries about Academic Department or Academic Program specialty and activities.
• Direct mail to appropriate person/place.
• Assist in updating and submitting catalog copy.
• Update and maintain records of courses for cross-listing.
• Prepare and submit course schedules.
• Coordinate schedules, room assignments, and other processes for each semester’s course offerings.
• Coordinate department, program and public events, lecture series, and colloquia.
• Assist in venue selection, date and logistics for events.
• Monitor use of Ena Thompson Room reservations via EMS..
• Arrange travel, lodging, meals, media services, reception, and honoraria for speakers, performers, or facilitators of events.
• Design and coordinate distribution of promotional materials, including creating templates for future use, formatted with correct spelling, punctuation, and grammar , and building web pages/links.
• Create targeted mailing lists and advertise events; work with co-sponsors and other departments.
• Monitor and coordinate event contracts.
• Coordinate Self-Studies.
• Compile student and alumni questionnaire data as well as faculty information for self-study report.
• Organize faculty meeting/retreat for pre/post self-study discussion.
• Reviewers’ visit: schedule interviews with faculty, students, administration; arrange transportation, lodging, and meals.
• Participate in meetings and trainings to maintain proficiency in new College systems and procedures.Update skills to utilize existing and upgraded software.
• Develop, update, and maintain web pages for both departments.

QUALIFICATIONS: High School Diploma or GED is required, or equivalent combination of education and experience. 2 or more years of college or business school in office administration is preferred. A minimum of 5 years of general office experience with increasing responsibility in administrative, grant administration, and clerical assignments is required. Proficient with Workday, Kronos, Microsoft Office software (Word, Excel, Outlook, etc.) and other professional software (e.g., Adobe, Sakai, etc) and programs (e.g., Google docs, sheets, and calendar). Experience working independently, taking initiative, and managing office functions is required, preferably at an academic institution.

New employees are required to show proof of full vaccination against COVID-19 or request a Pomona College-approved medical or religious exemption on or before their first day of employment. If you are unable to do so, at the College’s sole discretion, it will work with you to reasonably adjust your start date. Please let your Human Resources know if you are unable to provide proof of vaccination or want to request a religious or medical exemption before or on your first day of employment. Note that if you request a religious or medical exemption, it may delay your start date so that we can review and discuss your request.

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours may be required. Regular hours may vary due to needs of the College or division.

ADDITIONAL POSITION DETAILS: Regular, full-time, non-exempt position. The hourly rate for this role is between $24.86-$28.59, with a competitive benefits package. The specific factors that the organization will consider when offering a salary to an individual will include education, training, prior experience, and performance in prior role. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.

TO APPLY: Please submit your resume and cover letter. You may submit both resume and cover letter as one attachment in the My Experience section of the application under the “resume/CV” upload section. Once you submit your application, you will not be able to attach additional documents.

POMONA COLLEGE REWARDS: Pomona College offers a wide variety of benefits and perks including health, dental, and vision plan options; paid time off; flexible spending accounts; retirement benefits; tuition assistance; fitness and wellness programs; rideshare incentives; and so much more! 

Pomona College prides itself in being an open, competitive, and equal opportunity employer.

Read Full Description