Administrative Coordinator for CDO Operations & Data

Job Posting Location:

Claremont, CA

Job Posting Title:

Job Description:

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.

JOB PURPOSE:

The Administrative Coordinator for CDO Operations & Data plays a central role in supporting the operations, administration, and assessment efforts of the Career Development Office (CDO). This position provides high-level administrative support to the Senior Director, manages the logistics and execution of the office's major events and programs, and oversees key financial and operational processes.

The Administrative Coordinator also supports the CDO's data-informed approach to student services by collecting, analyzing, and reporting on qualitative and quantitative data. This includes conducting research, benchmarking peer institutions, developing reports and dashboards, and translating data into actionable insights that inform decision-making and demonstrate the impact of the office's programs and services.

Success in this role requires the ability to think strategically across all functions of the CDO, connect operational activities to broader departmental goals, and present complex information in clear, accessible formats for a variety of audiences.

ESSENTIAL FUNCTIONS:

Reporting directly to the Associate Dean and Senior Director, Career Development Office, the Administrative Coordinator will provide a broad range of support to the Career Development Office (CDO). Responsibilities include, but are not limited to:

Office Operations & Administrative Tasks (25%)

●     Provide administrative support to Senior Director.

●     Oversee front desk coverage to ensure CDO is a welcoming space for externals, students and colleagues; meet and greet visitors, students, faculty and staff and field general questions.

●     Work collaboratively with the other administrative staff ensure smooth operations, including facilities, housekeeping, deliveries, furniture/supplies, etc.

●     Support logistics for large-events, including booking locations, arranging caterers, securing vendors, tracking responses, process payments, etc.

• Serve as one of the primary technology contacts between the CDO and the web-based recruiting system (presently Handshake) for troubleshooting issues; liaise with ITS to upload student information.

●     Design and implement organization systems and processes to improve office functioning and service delivery.

●     Arrange travel and hotel accommodation for staff and visitors.

●     Schedule/arrange meetings, answer the phone, sort physical mail and inboxes, photocopy and prepare materials for meetings and presentations; provide logistical arrangements for internal and external meetings and videoconferences.

Financial Tasks (30%)

●     Monitor and administer the departmental budget, track expenditures, process financial transactions, reconcile accounts, and ensure compliance with institutional policies for individual staff, departmental programs and gifts.

●     Assist the Senior Director in tracking costs, expenses and budgets of the departments and programs overseen by the Senior Director.

●     Identify appropriate vendors for supplies, resources and services; negotiate rates and manage shipments/services rendered.

●     Manage office subscriptions and resources.

●     Prepare and track business reimbursements; enter purchase requisitions into the institution’s electronic procurement system.

Data Management (30%)

●     Analyze assessment and benchmarking data and streamline into comprehensive reports for internal and external stakeholders.

●     Compile, analyze, and report mid-year and annual data, drawing strategic insights related to student engagement, office operations, past performance, and future planning.

●     Analyze and report on monthly trends using visual dashboards to communicate operational performance.

●     Serve on First Destination and Annual Impact Report teams, support efforts to collect knowledge through outreach, and assist in the data analysis process.

●     Educate and train CDO staff around data tracking responsibilities and procedures.

●     Create and customize reports, providing data for senior management that will be utilized to increase service and program effectiveness and to inform various constituents about how the CDO is essential to  carry out the College’s mission and CDO’s Strategic Plan .

Other (15%)

●     Serve on CDO Communications team; support Manager of Communications & Digital Media with CDO social media accounts, newsletters, emails, and event marketing.

●     The Administrative Coordinator will also assist with special projects and other tasks, as assigned.

QUALIFICATIONS:

• Education: Bachelor’s degree in business administration or liberal arts is preferred, or equivalent combination of education and experience.
• Experience: A minimum of 2 years of administrative experience with increasing responsibility is preferred. At least 2 years of experience at an academic institution is preferred. At least 2 years of data collection and analysis experience preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS:

This position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below.

1. Deploy professional skills in office management, in collaboration with colleagues to best promote the College’s strategic interests.

a.       Able to exercise good judgment with limited guidance.

b.       Possess a friendly demeanor that creates a welcoming environment for visitors.

c.       Possess a professional and flexible demeanor that thrives in an intense, deadline-filled environment, where multi-tasking under pressure is essential.

d.       Provide good customer service to students, employers, staff, and faculty through a positive attitude, listening to needs, and following up as promised.

e.       Able to collaborate effectively with all constituents (faculty, staff, colleagues, students, employers) with a good sense of humor, team spirit and positive attitude.

f.        Knowledgeable of how to supervise and work with students in a liberal arts setting.

g.       Knowledgeable about CDO resources

h.       Able to manage events with multiple constituents.

i.         Able to work well on a variety of projects with a strong team orientation.

j.         Able to manage and prioritize high levels of email correspondence.

2.       Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, and phone skills.  Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.

3. Demonstrated proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint, etc.) and the ability to quickly learn and effectively use other software platforms and technologies, such as Handshake, Slack, Tableau, Canva, Workday, recruiting systems, databases, and web-based applications. Utilizes assigned technology and equipment to support departmental operations while maintaining confidentiality and data security

4.       patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.

5.       Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s/department’s annual goals.

6.       Use exceptional organizational, administrative and time management skills to complete work with accuracy and a keen attention to detail in a fast-paced environment with constant interruption.

7.       Operate the College’s vehicles safely for campus-related work and meet all insurance-related requirements.

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.  Travel may be required.  Regular hours may vary due to needs of the College or division

HOURLY RATE:The hourly rate for this role is$27.00 to $33.00 per hour with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. 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.

ADA/OSHA: This job description defines the essential job duties of this position.  The College expects 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 I 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.