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:

Interim Program Coordinator, Faculty Support Centers

Job Details and Requirement:

BASIC FUNCTION:

  

This position is responsible for a broad range of program coordinating duties in the Faculty Support Center for the Dean of the Faculty’s Office, including tracking and monitoring department, faculty, and grant accounts, managing student hires, coordinating special events and overall support of program related activities. Administrative support is provided to faculty in the program as well as the Faculty Support Center’s Mailroom. The incumbent should be comfortable working in a fast-paced environment with regular interruptions.  Work involves knowledge of the College policies and procedures, accounting, and requires a high level of critical thinking and confidentiality.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

  

ESSENTIAL FUNCTIONS:

•  Managing Individual Faculty Accounts: Plan for fiscal year spending, track expenditures, process reimbursements, and manage ITS standard and non-standard purchases, oversee monthly telephone/internet allowances and payroll expense for student hires. Ensures timeliness of reporting and adheres to policies governing allowable expenses and documentation required for processing. Plan travel and process travel related expenses for reimbursement, including mileage, per diem and misc. travel expenses. Monitor and reconcile College Purchase Card transactions.  
•  Manage Department Budgets: Collaborate with program department chairs to plan expenditures for the fiscal year.  Process reimbursements, reconcile CMC Purchase Card transactions, oversee internal charges for copying, postage and shipping, manage department transfers and provide budget reports as requested. Complete Special Payment Authorizations for Students and Faculty for stipends, honorariums, awards and other payroll payments.  Manage budget transfers, prepare and process vendor documentation and W9 requests. Complete intra-departmental purchases with journals when necessary. Liaise with other departments and colleges on split payments.   
•  Manage Grant Accounts: Collaborate with department chairs and/or faculty regarding fiscal spending related to internal/external grants and faculty grants including payroll, purchase requisitions, reconciling debts and providing regular reports detailing expenditures. Collaborate with grant managers and the treasurer’s department to ensure timely reports of grant activities by request. Submit reimbursements for grant related equipment and lab materials. Prepare and process vendor documentation and W9 requests 
• for payment to vendors for grant related purchases.  Manage student and outside employment hiring and tracking monthly payroll to ensure totals remain within grant allocations for salaries. 
•  Provide administrative support to the department: Maintain the department’s calendar, submit room reservation and facilities requests, manage hiring and time keeping for Student Assistants, Research Assistants and outside employment in support of department activities. Exercise discretion in responding to routine and non-routine questions in the support center. Clerical duties include creating letters, memoranda, Excel reports, and other material from finished and semi-finished source material. Proofread forms, letters, and other material. Photocopying, assembling, shredding and distributing materials; preparing routine correspondence; metering mail; and filing both digital and paper documents.   
•  Collaborate with Department to conduct faculty searches: Submit requests to post job ads, manage calendars for review team and candidates, plan event schedule, upload review documents to Box.com, submit room reservation requests, manage travel accommodations and car service for candidates, organize on campus events and provide event coordination. 
•  Event coordination:  Assist faculty and department chairs with event planning from start to finish.  Includes creating a projected budget, purchasing supplies, reserving spaces, reserving tables and chairs, assisting with set up and take down and other related duties.  
•  Maintain strict confidentiality of all constituent information and proprietary information concerning the Dean of the Faculty’s office and College business.  
•  Independently compile and prepare routine and non-routine reports, correspondence, agendas, minutes, and other department related documents according to specific objectives of the Faculty Support Centers.  
•  Ability to learn, adapt to, and master the use of Workday Financial, Excel for reporting and other software including Word, PowerPoint and Canva for creating department event flyers or other software packages as needed. 
•  Assist with special projects to aid the mailroom including shipping via FedEx and USPS, receiving packages and routing as needed.  Assist with supervision of student workers assigned to the mailroom by assigning center related activities including copying, distributing mail, refilling coffee stations, supply inventory, filling copiers with paper, assisting with event coordination and other duties as needed.  
•  Perform other related duties as requested

The successful candidate will also be able to perform the following essential functions:

• Regular attendance.
• Take and follow directions.
• Work cooperatively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude.
• Balance multiple tasks and priorities
• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

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

EXPERIENCE:  Two to three years of increasing responsibility as a program coordinator, administrative assistant or related experience.  Experience working in higher education and with heavy emphasis on budget management. 

LICENSES:  A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.

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 will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

• Word processing proficiency at a minimum of 60 WPM. Requires advanced knowledge of Microsoft Office software (Word, Excel and Outlook). Familiarity with Adobe for creating and editing PDF’s. Ability to create materials using MS Word, MS Power Point and/or MS Publisher, Canva, or Adobe Photoshop.
• Read and write legibly as well as follow written and verbal instructions in English and have a strong familiarity with business writing procedures.  Be able to compose written correspondence, memoranda, and reports from semi-finished source materials including the creation of complex documents including pdf, word, excel and data charts. Maintain a high attention to detail especially while proofreading submitted work for spelling and grammar errors.
• Superior organizational skills. Ability to be detail-oriented. Ability to organize and prioritize work to meet deadlines. Reliability in handling report materials and ability to handle multiple tasks in a changing work environment. 
• Ability to work well with interruptions.  Enjoy working with students, faculty, and staff.  Be a knowledgeable and charismatic representative of the College’s Dean of the Faculty’s office and the college. 

  

OTHER:

REQUIRED HOURS:  The regular hours for this full-time position are 8:00 to 5:00 p.m., Monday through Friday.  Overtime hours may be required as needed but must have prior approval of the supervisor.  Work may include some evenings and weekends. Regular hours may vary due to needs of the College or division. 

CLASSIFICATION AND STATUS:  This is a non-exempt, regular, 12-month, full-time, benefits-eligible position.

Supervisor – AB1825                                       Yes

Mandatory Reporter – CA Penal Code:           Yes

Responsible Employee – Title IX:                   Yes

Campus Security Authority – The Clery Act   No  

IPEDS Category Job Code:          43-0000 Office and Administrative Support Occupations

             

PHYSICAL REQUIREMENTS:     Light (up to 20 lbs.) 

  

SUPERVISORY RESPONSIBILITY:  May supervise student workers

SALARY RANGE: $25.00 - $26.00 per hour

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.  Certain positions will require the successful completion of a post offer physical agility test.  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). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

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 over time, accordingly the College reviews this job description on a periodic basis and make changes of business necessity.

AT-WILL EMPLOYMENT:  Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work.  There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause.  The President is the only person who can modify or alter the at-will employment relationship.

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 [email protected] for assistance.