Program Coordinator, Center for Global Education

Job Details and Requirement

Primary Position Function / Summary :

• The Program Coordinator performs a broad range of duties in support of the Center for Global Education, including : administrative support;
• student application support; coordination and communication with the broader CMC Community and partners; coordination of events and programming;

financial processes; record-keeping and data reporting; supervision of Global Education student Interns; and software support for office staff and students.

Statement of Duties & Responsibilities :

Under the supervision of the Director and in close collaboration with the Assistant Director, the Program Coordinator uses independent initiative, expertise and analytical judgment to fulfill the following responsibilities :

Center for Global Education Administrative Support : Attend to the directors’ calendars and provide administrative support to the directors.

Manage general office functions including monitoring and ordering office supplies, answering telephone and greeting students, creating and sharing reports, copying materials, and preparing mailings.

Maintain the Center’s electronic files. Prepare for meetings and take minutes of meetings for approval.

Student and CMC Community Program Support : Provide students, faculty, staff, and parents support in the form of disseminating program information, program eligibility and program requirements.

Assist with effectively communicating CMC Global Education policies and procedures before, during, and after a CMC Global Education experience.

• Events and Programming : Coordinate and effectively plan various CGE events, including various logistical aspects (scheduling, publicity, materials, catering, AV, transportation) for Global Education programming including orientation, outreach, trainings, and faculty committee meetings.
• Global Education Program Participant and Office Finances : Research, analyze, initiate and process financial transactions with international partners, students and outside vendors.

Track and monitor various program expenditures. Communicate with Office of Finance or Payroll Office to ensure efficient processing of outstanding payments.

Supervision of Global Education Interns : Supervise student Interns, including setting schedules, approving timesheets, communicating about absences, and assigning tasks as needed by the office and as requested by the Directors.

Global Education Application Software Support : Assist the Directors with the functioning and maintenance of the Center’s application management system (TerraDotta.

Provide trouble-shooting support to the Directors and students for TerraDotta through a combination of research, problem-solving strategies and seeking support from the software designers.

Required Qualifications :

• Effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, telephone, and customer service skills.
• Strong organizational and time management skills, with attention to accuracy and detail.
• Ability to manage multiple projects simultaneously, working both independently and collaboratively as needed.
• Ability to pivot between tasks as demand dictates.
• Ability to follow all written and verbal instructions, asking questions as needed for clarification of projects / tasks / duties / assignments.
• Demonstrated capacity to develop and manage office systems and administrative processes to integrate a diverse, changing and growing set of educational programs.
• Excellent computer skills and ability to use Outlook, word processing, data management, design and other web-based software.
• Handling of all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
• Willingness to embrace change and to adapt to new technologies, program partners and a constantly changing group of student participants.
• Possession of knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
• Excellent computer skills and ability to use word processing, data management and web software.

Qualification Standards

• Bachelor’s degree is required or any combination of education and experience that provides the required knowledge, skills and abilities.
• Experience managing an office and performing administrative functions.
• Experience coordinating events and activities.
• Intermediate level experience with MS Excel.
• Experience working with students in a higher education setting.
• Experience trouble-shooting software issues and communicating solutions to others.

Preferred : (Successful candidates will have) :

• Demonstrated experience with web-based applications for study abroad, esp. Terra Dotta Systems (TDS).
• Demonstrated experience in restructuring internal workflow processes to align with College administration systems and federal regulations.
• Demonstrated experience communicating complex technical ideas to a non-technical audience.
• Experience studying abroad or living in another culture.

Knowledge, Skills, and Abilities (KSAs) :

• Problem-solving skills to identify areas for process enhancement.
• Effective communication skills for sharing information with stakeholders, especially when presenting complex technical subject matter to a non-technical audience.
• Strong interpersonal and communication skills for effective collaboration.
• Excellent organizational skills to manage data, procedures, and training materials efficiently.
• Proficiency in database management, data collection and data analysis.
• Ability to develop and maintain system protocols and procedures.
• Capacity to coordinate knowledge management systems and document relevant processes and procedures.
• Ability to respond to day-to-day functional customer service issues promptly and effectively.
• Ability to collaborate positively and effectively with diverse work groups.
• Flexibility to adapt to changes in software systems, technologies, and university procedures.

GROOMING AND APPEARANCE : The Claremont Colleges seek to maintain a neat and professional image at all times. Business or business casual attire and grooming is a must for this position.

OTHER

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. This is a 12 month, in-person and on-site position.

CLASSIFICATION AND STATUS :

This is a non-exempt, hourly position.

This is a regular, full-time benefits-eligible position.

APPROXIMATE PAY RANGE :

$25.00 - $27.00 PER HOUR

BACKGROUND CHECK : The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test.

Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.