Administrative Coordinator, College Events
: Job Details :

Job Posting Location:Claremont, CAJob Posting Title:Administrative Coordinator, College EventsJob 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, College Events is the first point of contact for the College Events office, working with an integrated team committed to delivering high-quality events, conferences and programming to the College's internal and external audiences. This position provides primary administrative and clerical services for the College Events team and supports a portfolio of revenue-generating activities. The Administrative Assistant works collaboratively with colleagues to serve internal and external clients, delivering outstanding customer service while advancing the goals of the department.ESSENTIAL FUNCTIONS: Reporting directly to the Director, College Events, the Administrative Coordinator, College Events performs the following essential duties and responsibilities:Administrative supportProvide primary administrative support for the College Events Department, programs and projects:

• Office management for the department, inclusive, but not limited to office/kitchen supply orders, mailroom/delivery coordination, key orders, and work order submissions to maintain operations at the department's location in Renwick House.
• Responsible for the coordination & execution of the weekly event newsletter, including management of submissions, content & all related correspondence.
• Responsible for the upkeep & maintenance of the college-wide events calendar, collaborating cross-departmentally to ensure timely updates.
• Responsible for the creation & maintenance of the Office of College Events Master Calendar, a shared department calendar reflective of all event dates/scheduling, with departmental PTO and event shifts reflected.
• Coordination of meeting meals as appropriate.
• Assist in the management of event requests through the campus-wide calendar program EMS.
• Process work orders through the TMA maintenance management system. Maintain work order files & track status and billing as needed.
• Process supplier and customer invoices, purchase orders and purchase card expense reports using Workday financial system. Follow up on refunds/payments as needed.
• Assist Director of College Events with scheduling and special projects as assigned.

Event supportIn conjunction with assigned event lead and Director of College Events, assist with event coordination as assigned. Duties may include:

• Correspondence with clients, inclusive of scheduling/policies/forms, etc.
• Assistance with Work Order creation & distribution.
• Meeting coordination.
• Travel coordination.
• Event staffing. (Will be required to work tentpole events like Commencement, Alumni & Family Weekends, Orientation, etc., and others as assigned. Evenings and weekends will be required).
• Maintain inventory of department equipment and coordinate equipment loans to internal and external clients.

Clerical supportProvide primary clerical support for the College Events Department, programs and projects:

• Prepare agendas and support materials for meetings.
• Coordinate schedules, assignments, and other processes for department members.
• Answer phones and route callers to the appropriate staff member. File, scan, and maintain documents and materials in a timely manner.
• Maintain calendars of campus, client and community events.
• Maintain confidential and non-confidential files and records (paper and/or electronic).
• Prepare and distribute a wide variety of documents, such as reports, forms, and other informational materials.

QUALIFICATIONS:

• Education/Licenses/Certificates: High School Diploma or GED is required, or equivalent combination of education and experience. An associate's degree in the areas of Communications, Business, Marketing, or two or more years of college or equivalent experience is preferred. A valid driver's license is required or equivalent means of reliable transportation to off-site meetings and events.

• Experience: A minimum of 2 years of proven administrative/clerical/customer service experience in the areas of hospitality, event management or marketing/sales. 1 year of experience at an academic institution is preferred. Bi-lingual Spanish speaking, reading, and writing is highly desired.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS:The Administrative Assistant, College Events 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.Deploy professional skills in office management and customer service, in collaboration with colleagues, to best promote the College's strategic interests.

• Must provide excellent customer service and communication to staff via phone, email, letter and face-to-face.
• Proficient in handling time-sensitive and confidential information and materials.
• Excellent in multi-tasking, prioritizing, and problem-solving.

Demonstrated effectiveness and clarity of verbal and written communication with excellent interpersonal communication and phone manners. Must handle all activities and highly confidential information with patience, discretion, tact, and a keen eye for detail while working with people from a wide variety of backgrounds.Able to operate computers with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as SmartSheets, TMA work order system, EMS scheduling system, menu-driven databases). Demonstrated understanding of the use of technology to achieve annual goals and maintain confidentiality. EMS experience in particular is preferred.Able to handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the College in support of the College's strategic vision and the division's annual goals with a high standard of integrity and ethics.Must have exceptional organizational and time management skills to complete work with accuracy and attention to detail.REQUIRED HOURS:The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday - Friday. Overtime, weekend and evening work hours may be required. Regular hours may vary due to needs of the College or division.HOURLY RATE:The hourly rate for this role is between $25.00 and $27.00 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.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).