Administrative Coordinator PE/Athletics
Pomona College, established in 1887, is the founding college of the Claremont Colleges, a consortium of five undergraduate institutions and two graduate institutions in Claremont, CA, on the eastern edge of Los Angeles County. Pomona College has a comprehensive liberal arts curriculum spanning the arts, humanities, social sciences, math and sciences, emphasizing critical thinking and high impact practices. Pitzer College, established in 1963, was founded as an innovative liberal arts institution, initially specializing in social and behavioral sciences, but has since expanded to other fields. Pitzer’s academic programs emphasize social justice, intercultural understanding and environmental sensitivity. The 21 varsity Pomona-Pitzer Athletic teams comprise of students from both colleges, and compete in the Southern California Intercollegiate Athletic Conference (SCIAC) and the NCAA Division III. The Colleges have a combined enrollment of 2,600 students.
Position
The Administrative Coordinator works independently, performing a broad range of highly skilled administrative and clerical functions for the Physical Education/Athletics department and serving as a resource for faculty, students, and other staff members. This position also supports all departmental programs: Club/Intramural Sports, and the Faculty and Staff Wellness Program. The Administrative Coordinator is responsible for hiring, processing personnel paperwork for, and in some cases directly supervising 100 or more student employees in the Physical Education/Athletics department. Reporting directly to the Department Chair/Athletic Director, the Administrative Coordinator performs the following essential duties and responsibilities.
Responsibilities
- Provide a broad range of administrative and secretarial support for the department.
- Maintain student database and create templates for using the data for 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.
- Monitor and assist in drafting department budgets and process budget documentation.
- Support faculty teaching and research.
- Support faculty personnel reviews, faculty recruiting, and department/program reviews.
- Collect, compile, and analyze information. Prepare agendas and support materials for conferences, committees, and meetings. Coordinate special projects.
- Order supplies for classrooms, offices, laboratories, and/or studios.
- 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.
- Coordinate program schedules, room assignments, student registration, and other programmatic processes.
- Coordinate department and public events, lecture series, and colloquia.
- Assist and support the facilities manager with day to day operations.
- Assist with grants administration.
- Perform clerical tasks for the department, such as:
- Assist with onboarding and the hiring process of department staff and faculty.
Qualifications
- High School Diploma or GED is required, or equivalent combination of education and experience.
- Two or more years of college or business school in office administration is preferred.
- A minimum of 3 years of general office experience working with budgets and handling accounting issues with increasing responsibility in administrative and clerical assignments is required.
- Word processing experience is required.
- Experience working independently, taking initiative, and managing office functions is required, preferably at an academic institution. Some supervisory experience is preferred.
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 HR Business Partner 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. As a California employer, Pomona College requires all employees to be residents of California.
Required Hours
The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday, except during the designated summer period when office hours end at 4:30 p.m. 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
This is a regular full-time, non-exempt, position. Starting pay rate: $21.44 per hour.
Application Process
Qualified applicants must submit the following materials: current cover letter and current resume. Pomona College prides itself in being an open, competitive, and equal opportunity employer.
Miriam Merrill, Director of Athletics | (909) 621-8238 | Pomona Colleges
