Senior Academic Coordinator, Center for Global Engagement

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 nations 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 Senior Academic Coordinator leads the advancement of the interdisciplinary Center for Global Engagement through strategic administrative leadership budget and financial oversight cross-campus partnership development event and program direction and operational planning. Reporting to the Assistant Vice President & Chief Global Officer the Senior AC serves as the lead operational and administrative partner for the Center for Global Engagement Pacific Basin Institute and the Global Pomona Council while providing senior-level support to the Office of the Vice President for Academic Affairs and Dean of the College. This role carries significant independent judgment and decision-making authority and is central to advancing the Colleges liberal arts mission global engagement priorities faculty and student success and institution-wide collaboration on academic and strategic initiatives. The Senior AC may also provide guidance and functional oversight to other administrative staff or student employees supporting these offices.

ESSENTIAL FUNCTIONS: Reporting directly to the Assistant Vice President & Chief Global Officer the Senior Academic Coordinator performs the following essential duties and responsibilities but is not limited to:

Administrative Leadership & Operations

• Provide senior-level administrative and operational support to the AVP/CGO Center for Global Engagement Pacific Basin Institute and Global Pomona Council.

• Cultivate and steward strategic relationships with campus partners (IDPO Oldenborg ISSS and others) representing these offices with a high degree of independence and professional judgment.

• Serve as the departments lead resource for interpreting and applying policies and guidelines responding independently to complex inquiries.

• Oversee the routing and prioritization of requests exercising discretion on urgency and appropriate escalation.

• Lead and/or oversee core administrative operations including:

  • Manage scheduling and calendar coordination for department leadership.

  • Oversee procurement of office supplies and supply planning based on projected needs.

  • Maintain and safeguard confidential and non-confidential files and records (paper and/or electronic) ensuring compliance with retention and privacy standards.

  • Oversee phone coverage and call routing processes.

  • Oversee document duplication and related clerical support as needed.

  • Manage purchasing card reconciliation and oversee the reimbursement processes in Workday.

  • Direct travel logistics documentation and reimbursements for Pacific Basin Institute and Center for Global Engagement programs including complex international travel; managing AVP/CGO travel arrangements.

• Maintain and may oversee updates/redesigns of department or program webpages as directed and in collaboration with the communications department.

• Lead special projects and initiatives as assigned often with cross-departmental or higher-visibility scope providing guidance and support to other staff as needed.

Cross-Campus Collaboration & Relationship Building

• Lead cross-campus coordination efforts with partners including IDPO Oldenborg ISSS academic departments and other campus offices (Career Development Housing/Residential Life Dean of Students Student Affairs Draper Center Athletics Museum IT Communications Advancement and more).

• Build and sustain high-trust relationships with faculty students staff and consortia partners modeling excellent customized service and setting a standard for the office.

• Serve as a primary liaison with external partners cultivating and maintaining ethical long-term relationships with global organizations institutions and alumni.

• Partner strategically with the AVP/CGO to expand the Centers presence and programming within the 7C consortium helping shape collaborative programming opportunities and shared initiatives as they evolve.

Strategic Support & Special Projects

• Conduct and synthesize research on comparable programs initiatives and emerging practices at peer and aspirational institutions in interdisciplinary education and global engagement translating findings into actionable recommendations that inform the Centers program development strategic planning and institutional positioning.

• Support faculty and departments through Center for Global Engagement pilots ensuring alignment with policy and helping advance global-local engagement strategy.

• Serve as a senior logistical and administrative resource to Associate Deans and the Deans Office anticipating needs and proactively problem-solving.

• Lead coordination of special projects and initiatives supporting the Colleges broader strategic goals often serving as project lead rather than support staff.

Additional Duties & Responsibilities

• Budget & Financial Management: Lead budget drafting expense processing and financial documentation for the Center for Global Engagement Pacific Basin Institute and related Academic Affairs operations; monitor spending against budget and flag variances or concerns proactively.

• Events & Program Coordination: Direct the collection compilation and analysis of information for the Center for Global Engagement Global Pomona Council Pacific Basin Institute and related Academic Affairs operations; prepare and review agendas support materials and meeting notes; lead coordination of Global Pomona Council meetings and Center for Global Engagement public events lecture series and colloquia including the 360/Interdisciplinary Seminars co-hosted with the Dean of College office; independently plan and manage events end-to-end including budget ownership logistics campus partner collaboration meal planning and outreach.

• Grants Administration & Gift Reporting: Lead grants administration and reporting activities including budget tracking and documentation processing; coordinate closely with Dean of College staff on internal and external grants for the Center for Global Engagement Pacific Basin Institute and related programs; compile and synthesize grant-related information from faculty and staff to support reporting and proposal development with increasing responsibility for report quality and completeness.

QUALIFICATIONS:

• Education: Bachelors degree preferred or equivalent combination of education and experience. Additional coursework or certification in office administration business or higher education administration is a plus.

• Experience: A minimum of 78 years of progressively responsible general office and administrative experience is required including demonstrated experience in budget management event/program coordination and cross-functional collaboration. Prior experience working independently at a senior administrative level ideally within an academic or higher education setting is strongly preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS: This position must possess the knowledge skills and abilities to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge skills and abilities not listed below.

1. Demonstrated ability to serve as a proactive collegial leader within a collaborative office that values care connectedness and shared purpose including informally guiding or mentoring less experienced colleagues.
2. Proven ability to manage complex time-sensitive priorities across internal and external stakeholders with a high level of professionalism confidentiality and independent judgment.
3. Exceptional oral written interpersonal and customer service skills including the ability to communicate on behalf of senior leadership and represent the office in high-visibility settings.
4. Advanced proficiency with digital platforms and technologies including Microsoft Office suite (Word Excel Outlook PowerPoint) institutional databases internet research Workday and related administrative or financial systems.
5. Demonstrated ability to exercise discretion sound judgment and tact when managing highly confidential information and sensitive situations involving diverse constituencies.
6. Exceptional organizational project management and time management skills with the ability to independently prioritize competing demands anticipate needs and manage multiple concurrent projects with minimal oversight.
7. High standards for integrity ethics professionalism and collaborative leadership in support of the Colleges strategic vision.
8. Strong strategic orientation and a demonstrated commitment to continuous learning and growth in global interdisciplinary faculty curriculum and academic affairs administration with the ability to translate institutional priorities into operational action.

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.

ADDITIONAL POSITION DETAILS: This position is a regular full-time non-exempt position benefits eligible. The hourly rate for this role is between $35.00 and $38.00 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.