Job Posting Title:
Academic Coordinator, Music
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 Music Department and serving as a resource for faculty, students, and other staff members. The Academic Coordinator is responsible for hiring, processing personnel paperwork for, and directly supervising one or more student employees in the department. This position serves as the primary front-facing member of the Music Department and helps maintain a climate that is welcoming and inclusive to visitors and community members alike.
Reporting directly to the Department Chair, the Academic Coordinator provides a broad range of administrative and clerical support for the Department. The Academic Coordinator performs the following essential duties and responsibilities, some of which must be coordinated with the Department's General Manager of Music Facilities and the Concert Production Manager:
1. Coordinate and implement budget, payroll/hiring, expenses:
- Process and oversee the budget and payroll for the Department.
- Reconcile purchasing cards and submit expense reports monthly via Workday.
- Collect, compile, and analyze budget information.
- Perform standard budgeting and expenditure control procedures and documentation using related software applications.
- Assist in drafting department budgets, and process budget documentation.
- Process billing for non-student private music lessons.
- Attend on-campus trainings for financial systems.
2. Provide faculty-related administrative support and clerical duties such as
- Assist the Dean's Office with the applied music faculty and other part-time faculty hiring process.
- Support faculty personnel reviews, faculty recruiting, and department reviews.
- Support faculty teaching and research, including internal and external grants.
3. Assist with grants administration:
- Act as liaison with Dean of the College's office to track and process budgets.
- Provide information on faculty and student research and assist with grant reporting.
4. Hire and supervise students:
- Hire, process personnel paperwork for, and in some cases directly supervise one or more student employees in the department.
- Maintain and use student databases.
5. Provide other administrative support and clerical duties, communication, and support:
- Assist with music lesson registration at the beginning of each semester.
- Respond independently to inquiries requiring knowledge of policies, procedures, and guidelines or direct questions to the appropriate persons.
- Exercise judgment and discretion when communicating with students, faculty, staff, and visitors.
- Answer department email and phones; route inquiries to the appropriate faculty or staff member. Serve as the primary administrative contact and liaison with students, other campus offices, individuals, institutions, and the public.
- Produce final documents formatted with correct spelling, syllabification, punctuation, and grammar with materials that may be of a technical or confidential nature and/or contain non-English language.
- Maintain paper and electronic files and records including confidential documents.
- Provide agendas and support materials for conferences, committees, and meetings.
- Record and transcribe minutes of weekly faculty meetings.
- Maintain and update department classroom and studio assignments in coordination with the department's General Manager of Music Facilities; organize and coordinate schedules, student registration, and other processes.
- Process keys and access to department facilities.
- Order music and other musical equipment as needed.
- Assist with day-to day office equipment issues (computers, copier, etc.).
- Maintain and organize office supply inventory.
- Receive and sort incoming mail.
- Keep the Department kitchen stocked, tidy and clean.
- Duplicate materials for faculty as needed and appropriate for department-level needs.
- Participate in on-campus meetings and training to maintain proficiency in new and existing College systems and procedures.
- Coordinate special projects/tasks and provide assistance as assigned.
- Education: High School Diploma or GED is required, or equivalent combination of education and experience. Two or more years of college is preferred.
- Experience: A minimum of 5 years of general office experience with increasing responsibility in administrative and clerical assignments is required. Word processing, budgeting experience is required. Experience working independently, taking initiative, and managing office functions is required, preferably at an academic institution. Experience working with college-age students or in a similar population is preferred.
REQUIRED KNOWLEDGE AND CRITICAL SKILLS:
1. Deploy professional skills in managing an office and grant administration, in collaboration with colleagues, to accomplish the Department's and College's mission.
- Make independent decisions occasionally.
- Know and understand how to supervise student employees.
- Know and understand the organization, policies, and procedures of the academic institution, and sometimes of a technical specialty.
- Know standard budgeting and expenditure control procedures and documentation.
- Know business English and Math.
- Know general office methods, procedures, and practices.
2. Work efficiently and effectively in a fast-paced environment with many interruptions; demonstrate outstanding organizational skills, a good memory, flexibility with the ability to switch gears frequently, and a capacity to maintain the go-with-the-flow approach needed in such a vibrant department.
3. Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees, and to interact successfully with visitors, guests, and community members who come to the Department during office hours.
4. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
5. 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.
6. Operate computers proficiently with basic Microsoft Office and Adobe software and associated professional and educational software (such as Workday, Kronos, Qualtrics, etc.);be open to learning new software and adapt to changes in existing systems.
7. 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.
8. Utilize good time management; complete work with accuracy and a keen attention to detail in a fast-paced office environment.
ADDITIONAL POSITION DETAILS: Regular, full-time, non-exempt position. Starting pay rate: $21.02 per hour.
REQUIRED HOURS: The regular hours for this full-time, 12-month 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 Department.
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 applicationunder the "resume/CV" upload section. Once you submit your application, you will not be able to attach additional documents. Apply Here
POMONA COLLEGE BENEFITS PACKAGE: 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.
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