Administrative Coordinator

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Job Posting Title:

Job Description:

Title of Job: Administrative Coordinator

Department of Chemistry

POSITION SUMMARY:

The Administrative Coordinator is the primary administrative support for the Department of Chemistry. Duties include varied and complex administrative and secretarial support functions that are performed independently and involve planning, attention to detail, and initiative. The Coordinator must be able to manage multiple projects and respond effectively to requests both from the department chair and from other department faculty. In addition, the Coordinator often serves as the face of the department to those unaffiliated with the college and interacts frequently with faculty and staff at HMC and the other Claremont Colleges, as well as with outside vendors, visitors, and others.

DUTIES AND RESPONSIBILITIES:

• Provide general administrative and office support, including receiving and sorting incoming and outgoing mail; organizing and maintaining department files; photocopying and scanning; processing check requests; handling room scheduling for the department; ordering supplies and equipment; and coordinating office equipment maintenance to ensure proper functioning.
• Assist with the planning and administration of seminars, meetings, conferences, receptions, and other events sponsored by the department. This may include preparing mailings, making domestic and foreign travel and hotel arrangements, processing reimbursements, and communicating with other campus departments or off-campus vendors for refreshments and room set-ups. Working with coordinators of 5-C Chemistry seminar series to schedule, arrange rooms, post notices, make lunch arrangements, etc.
• Track budgets and grant accounts of the department and department faculty. Oversee faculty department travel budget and department petty cash. Review transactions for reasonableness; reconcile accounts and notify the department chair of unusual activity or questionable transactions; provide accounting reports as needed. Reconcile purchase cards for departmental staff and faculty.
• Perform tasks associated with the opening and closing of each semester (such as ordering desk copies of textbooks, readying offices for new faculty, preparing laboratory manuals, distributing course material to students (including selling laboratory manuals, safety eyeglasses, and laboratory notebooks), overseeing key distribution and return, updating departmental email lists, and other tasks).
• Process and maintain employment and payroll paperwork for all students working in the department, including research assistants, laboratory assistants, tutors, and graders. Supervise student assistants in the department.
• Arrange all aspects of student conference travel, including airline and hotel reservations, meeting registration, society membership (if necessary), ground transportation, per diem allowances, etc. Prepare and revise guidelines for student travel, meet with all student travelers to advise them of reimbursement requirements and code of conduct. Process all student travel reimbursements. Assist with faculty travel arrangements as needed.
• Assist the department chair with writing, editing, proofreading, and formatting documents (correspondence, course listings, the departments annual newsletter, web pages, and other documents and publications). Maintain the departments website, electronic kiosk, electronic social media feeds (Facebook, Twitter, Tumblr, etc.), departmental alumni Facebook page, etc. Assist department faculty in preparing course materials, correspondence, and other material related to the performance of their academic responsibilities. Coordinate the annual and five-year reaccreditation reports for the American Chemical Society Committee on Professional Training (ACS CPT). Coordinate and publish the annual departmental alumni newsletter. Maintain a departmental database of numbers and types of majors, courses taught, instructors, enrollment figures, textbook choices, laboratory experiments, etc., to facilitate preparing ACS CPT reports and external program reviews. Maintain confidential files, including employee records.
• Maintain alumni database for the department, including current position, post-graduate education, honors and prizes as a student. Communicate with alumni as needed, including overseeing and compiling alumni surveys. Maintain the digital and paper archive of senior research theses.
• In conjunction with the faculty member coordinating the summer research program, oversee recruitment of summer research students, including online application process, communication of research offers, coordination of hiring, informing applicants of their application status, etc.
• Greet visitors and respond to inquiries on matters related to the department, accurately and professionally representing the department to others.
• Provide basic and initial assistance to students with questions about classes, registration, permissions, etc., using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures); direct students to appropriate faculty or staff members for further assistance.
• Work with new faculty and the Department of Computing and Information Services to coordinate the setting up of computer equipment and accounts, and the provision of training on the colleges email and other systems. Assist in orienting new faculty members to college policies and procedures.
• Serve as the liaison for the department in coordinating activities with employees of other departments (especially Facilities and Maintenance, Business Affairs, Advancement, and Dining Services).
• Provide administrative support in connection with the recruiting process for tenure-track and non-tenure track faculty positions, including overseeing the online application process (Academic Jobs Online) and interfacing with Human Resources to satisfy all recruiting and hiring guidelines and requirements. Attend meetings and provide updated search data and take minutes at weekly department meetings. Coordinates visits and schedules for job candidates, including making travel and hotel arrangements, scheduling rooms for research talks and mock classes, arranging for meals and snacks for interviews with students, processing travel reimbursements, etc.
• Help maintain the attractiveness of the department space, including conference rooms, office spaces, hallways, and bathrooms.
• Coordinate with other departmental staff members on common projects and assist where needed.
• Perform other related duties and projects as assigned.
• Determine procedures for own work, including for tracking and communicating about the status of ongoing projects.

REQUIRED QUALIFICATIONS

Education and Experience:

• Education: Bachelors degree, or any combination of education, training and experience that provides the required knowledge, skills and abilities.
• Experience: At least five years of related experience, preferably in an academic environment.
• Demonstrated experience using Workday and WordPress is highly preferred. Candidates should be comfortable navigating and managing systems within both platforms, as these tools are essential to the daily functions of the role.

Knowledge, Skills, and Abilities:

Individuals must possess the knowledge, skills, ability, and attitudes needed to successfully perform the essential functions of the position. These include the following:

• Excellent oral and written communication skills. Demonstrated ability to write clearly using proper formats, grammar and punctuation; to edit and proofread; and to ensure accuracy and high quality of written work. Knowledge of proper formatting conventions for business correspondence, reports, agendas, and other documents.
• Excellent computer skills, with the ability to create/maintain documents, spreadsheets, reports, and databases using Word, Excel, PowerPoint, and other applications. Some knowledge of web page editing software. Ability to update and maintain web pages. Excellent knowledge of internet browsing software, search engines, and search strategies. Ability to master new software quickly, including HMC accounting software, the virtual EMS Web system (reservation and calendar software), Sakai, and other applications.
• Excellent organizational skills, including the ability to effectively track the status of ongoing projects and find needed documents and information quickly. Ability to independently organize, plan, prioritize, and carry out responsibilities, and to finish tasks by established deadlines.
• Knowledge of business, administrative and clerical procedures. The willingness/ability to seek out information and show persistence in finding solutions to problems.
• Technical ability to maintain multiple accounts, monitor purchase agreements, contracts and other accounting matters using various software.
• Personal integrity, professionalism, resourcefulness, and a commitment to high standards of work quality and maintaining confidentiality. Excellent interpersonal skills.

Remote Work Eligibility:

Category A:

All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the supervisor and area Vice President, this position is classified as Category A as defined in the Colleges Remote Work Policy , without occasional ad-hoc remote work flexibility. Your position is essential to on-campus operations and requires you to work exclusively on campus

Your standard working hours will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs.

All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member, and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours:

Regular office hours are 8:00 a.m. to 5:00 p.m. However, days and hours may vary due to the needs of the department or the College.

Classification :

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

Hourly Rate :

$27-$30 per hour.

Reports To :

This position reports to the Chair of the Department of Chemistry

Additional Information:

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the 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.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veterans status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.