Academic Coordinator, Mathematics

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 for the Math Department and serves as a resource for faculty, students, and other staff members. As the primary front-facing member of the math department, this position helps maintain a climate that is welcoming and inclusive to visitors and community members alike.

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

• Provide a broad range of administrative support for the Math Department such as: Maintain student database and create templates for using the data for 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 budgets and process budget documentation. Support faculty teaching and research. Support faculty personnel reviews, faculty recrui ting, 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 schedules, room assignments, student registration, and other processes.

• Assist with day-to-day computer issues and software applications.

• Coordinate department or program and public events, lecture series, and colloquia..

• Assist with grants administration: Act as liaison with Dean of the College’s office to track budgets and process budget documentation for internal and external faculty and student grants. Provide information on faculty and student research and assist with grant reporting.

• Perform clerical tasks such as: Schedule appointments and maintain calendars. Organize office purchases and supplies based on needs. Maintain confidential and non-confidential files and records (paper and/or electronic). Answer phones and route callers to the appropriate faculty or staff member. Duplicate (photocopy, scan, etc.) materials.

• Hire, process personnel paperwork for, and in some cases directly supervise typically 50-60 student employees.  Must complete the bi-annual AB 1825 Sexual Harassment Prevention Training as required by the State of California.

• Maintain department or program webpages as directed.

• Coordinate special projects/tasks and provide assistance as assigned.

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.

Experience: A minimum of 5 year of general office experience with increasing responsibility in administrative and clerical assignments is required.  Word processing and budgeting experience is required.  Experience working independently, taking initiative, and managing office functions is required, preferably at an academic institution.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS: Seeking someone who deploys professional skills in Academic Affairs, in collaboration with colleagues, to best promote the College’s strategic interests. Highly developed problem solving and troubleshooting skills. Ability to work as a collaborative team member as this position as this position is the primary front-facing member of the math department. Ability to make independent decisions and take initiative. Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, customer service skills and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees.   Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as CX CARS, WorkDay, TideMark, Raiser’s Edge, Internet research, menu-driven databases).  Acquire familiarity with HTML and with the mathematical typesetting language LaTeX. Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds. Conduct work in a manner that demonstrates respect for others, with attention to issues of equity and inclusion. Operate the College’s vehicles safely for campus-related work and meet all insurance-related requirements.

ADDITIONAL POSITION DETAILS: Regular, full-time, non-exempt position.  Pay rate: $21.02 per hour.

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

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.