Program Coordinator, Open Academy and Dreier Roundtable

  • Claremont McKenna College
  • Claremont, CA, USA
  • Aug 03, 2022
Full time Other Administrative Positions

Job Description

Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

 

Location:

Claremont, CA

 

Job Posting Title:

Program Coordinator, Open Academy and Dreier Roundtable

 

Job Details and Requirement:

BASIC FUNCTION:

 

The Program Coordinator is responsible for coordinating events and operations of the Open Academy and Dreier Roundtable. In addition, the Program Coordinator provides support to the Program Directors, and plays an integral role in the assessment and development of all programming. Duties are without close review and involve knowledge of organization, policies, and procedures; ability to exercise frequent independent judgment and decisions related to the administrative coordination of the office.

 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

 

ESSENTIAL FUNCTIONS:

Facilitation of all operation of the Center requires successful execution of all of (but not limited to) the following essential duties and responsibilities:

  • Act as back-up for the Director, including attending meetings, correspondences on the Director’s behalf, and welcoming/greeting visitors to the Center

  • Act as representative of the Center for all outreach events and external business affiliates

  • Prepare material for Director and coordinate office activities, meetings, and events

 

GENERAL RESPONSIBILITIES:

Use organization and originality in organizing and coordinating phases of special projects and programs, and in obtaining information from a variety of sources. 

  • As needed, assist and collaborate with other departments within CMC to promote and improve student outreach

  • Respond to, and interact with constituents in person, correspond to email inquiries and answer inbound calls, re-direct questions or provide information as needed

  • Assist in planning and implementing various conferences, speaker events, workshops and seminars

  • Ensure compliance with all campus wide policies and procedures

  • Maintain and update program calendar, conference room reservations, website and contact lists

  • Maintain supplies for the department; manage ordering and payment of invoices and purchase requisitions

  • Manage the daily receipt and distribution of mail for the Center, including confidential information, and sensitive materials

 

FINANCIAL RESPONSIBILITIES:

  • Manage and track the program’s annual budgets and grant funding

  • Report all account balances to the Director on a regular basis. This requires gaining knowledge of the Workday Financial System

  • Monitor accounts of the Center; process payments and reimbursements for all guests and affiliated faculty

  • Manage invoices and submit check requests for payments and reimbursements

  • Facilitate the processing and depositing of cash and check gifts received by the Center

  • Reconcile purchase card transactions and prepare expense

 

EVENT PLANNING RESPONSIBILITIES:

  • Facilitate logistics for all hosted events including conferences, receptions, workshops and lecture series events and their respective speakers/ participants/ guests both on and off-campus

  • Coordinate venue, rental of furniture, etc., catering, audio/visual and other reservations

  • Coordinate and confirm meeting times with attendees

  • Prepare and distribute agendas and support documents for various meetings

  • Manage meeting room reservation confirmations, catering service and dining reservations if necessary

  • Manage attendees and logistics updates

  • Make travel arrangements and prepare trip itineraries

  • As assigned, attend meetings, take minutes, edit documents, frequently complex and confidential in nature

  • Assist with event publicity and communications

  • Coordinate other event details, such as welcome packets, name tags and table settings

  • Provide on-site assistance

  • Book all travel arrangements such as lodging, airfare and other special needs for     participants and visiting lecturers. 

 

OTHER RESPONSIBILITIES:

  • Promote an open and friendly environment that supports effective communication, efficient workflow, and positive interactions. Supervise student workers and research assistants.

  • Coordinate the application process for research assistant/student worker opportunities

  • Gather and process hire paperwork

  • Assign work to other clerical and student employees; schedule and supervise student research assistants.

  • Monitor and approve timesheets

  • Maintain and update student semester schedules

  • Perform other related assignments and projects as requested.

 

EDUCATION: 

Bachelor’s degree or some college course work in a business school is preferred, and/or any combination of education and experience that provides the required knowledge, skills and abilities in lieu of bachelor’s degree.

 

EXPERIENCE: 

A minimum of two years of related experience with increasing responsibility in administrative assignments or equivalent combination of education and experience is required.

 

LICENSES:

A valid driver’s license is required.

PHYSICAL REQUIREMENTS: 

May be required to lift up to 25 pounds for items such as boxes or duplicating paper, packages, supplies, etc.

 

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: 

Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions are performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

  • Requires ability to type with accuracy, operate computers proficiently with Microsoft Office software such as MS Word, Excel and Outlook and associated professional software such as Workday Financial System. Experience with other applications and software such as Doodle, Canva, Google docs/forms, Zoom, strongly preferred

  • Ability to compose routine written correspondence and reports

  • Strong technical, analytic, problem solving, critical thinking and research skills

  • Must be able to work with multiple assignments and deadlines simultaneously and show adequate follow-through on ongoing tasks

  • Use strong organizational and time management skills and tact to complete work with accuracy and a keen attention to detail.

  • Experience tracking and reconciling expenses and budgets

  • Ability to work well without continual direct supervision.

  • Demonstrate ability to effectively communicate clearly and concisely orally and in writing; respond to others in a timely manner; knowledge and ability to use proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work

  • Effective interpersonal and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees and research assistants.

  • Ability to act with a high degree of personal integrity, to learn and adhere to procedures, policies, and processes, and to maintain confidentiality and discretion

  • Ability to work with a broad and diverse campus community, preferably in an academic setting that includes administrators, faculty, students and staff

  • Ability to adapt communication style to a constituent, and the ability to remain calm and poised in challenging and difficult situations

  • Ability to work directly with an external consumer-based constituency, preferably in a higher education or nonprofit setting that includes alumni, donors, prospects, or other similar patrons

  • Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.

 

REQUIRED HOURS:

The regular hours for this position are 8:00 a.m. to 5:00 p.m., Monday-Friday. This position is considered a full-time position with 40 hours per week for 12-months year-round. Overtime, holiday, weekend and evening work hours may occasionally be required. Regular hours may vary due to needs of the College or Department.

 

CLASSIFICATION AND STATUS: 

This is a non-exempt position.

This is a regular, full-time position.

This is a benefits-eligible position.

 

PAY RATE: $25.00 per hour

 

IPEDS Category Job Code:    Clerical/Secretarial
Physical Requirements:          Moderate (20-50 lbs.)
 

GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times. 

 

BACKGROUND CHECK:  The successful candidate will be required to undergo a full consumer background check. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

 

ADA/OSHA:  This job description defines the essential or fundamental job duties of this position.   It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

 

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

 

 

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

 

Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

 

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.

Application Details

To apply & view more jobs please go to: https://www.cmc.edu/employment-opportunities-at-cmc

 


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