Administrative Coordinator, Oldenborg

Job Posting Location:

Claremont, CA

Job Posting Title:

Administrative Coordinator, Oldenborg

Job 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 at Oldenborg provides comprehensive administrative support to the Oldenborg Center, reporting directly to the Director. This role collaborates closely with the Director, Oldenborg Assistant Director, Assistant Director for International Student and Scholar Services, Assistant Director for Language Residents, and the Associate Director of the Foreign Language Resource Center to support a wide range of campus constituents, including students, faculty, and staff. Responsibilities include facilitating the hiring process, managing personnel for paperwork, and, in certain instances, providing direct supervision for one or more student employees within the Oldenborg Center.

ESSENTIAL FUNCTIONS: Reporting directly to the Oldenborg Director, the Administrative Coordinator performs the following essential duties and responsibilities:

1. Recruit, hire, train and supervise student assistants for the lunch table set up and check ins

• Provide administrative support for the Oldenborg Center.
• Maintain office supplies inventory and office technology including language resident supplies and equipment.
• Allocate and track budget expenditures for reimbursements, internal transfers, honorarium and office/LR supply needs.  
• Process timely expense reports, reconcile credit card accounts and payment requests in Workday.
• Monitor and assist in drafting department budgets for Staff Director’s approval and prepare and submit budget requests.
• Create and submit budget reports to the Staff Director throughout the year.
• Contribute to annual reports.
• Maintain contact lists of various groups who engage with Oldenborg Center programs.

2. Provide clerical support for the Oldenborg Center.

• Greet visitors to Oldenborg and direct them to the appropriate location.
• Manage the office’s general email account and phone number, route callers to the appropriate staff member.
• Receive and sort department subscriptions and mail.
• Maintain and control confidential files and records as needed.
• Photocopy and/or process materials electronically.

3. Provide support for Oldenborg Center programs and events

• Conduct daily set-up of language tables, supervise/work at the lunch check-in desk to ensure accurate sign-in sheets from various groups and direct guests appropriately.
• Create and maintain accurate attendance records on dining hall and language table/speaker events and other programs for the dining team and Oldenborg Annual Report
• Assist with special events and programs, including Language Resident Orientation, and international students and scholar programs, Oldenborg lectures and other special events.      
• Advertise Oldenborg events, maintain publicity list, and send emails to campus groups.
• Assist Director and Assistant Director of Oldenborg to support language residents, including ordering their program supply and occasionally driving them in Pomona vehicles to stores or medical facilities.

4. Coordinate maintenance and use of office and building spaces 

• Partner with Housekeeping and Maintenance on Oldenborg building issues, including in Language Resident apartments.
• Maintain accurate inventory of supplies in Language Resident apartments.
• Coordinate the reservation of facility spaces, including conference rooms and the international theater.)

5. Perform special projects/tasks/duties and provide assistance as assigned.

• Demonstrates readiness to share ideas and collaborate with colleagues as we advance the development of the Center for Global Engagement.

QUALIFICATIONS:

• Education: High School Diploma or GED is required. Two or more years of college is preferred.
• Licenses/Certificates: A valid Class C driver’s license is required.
• Experience: A minimum of 1 year of administrative experience is required.  Basic proficiency in a language other than English is required. Communicative ability to converse in that language strongly preferred. Experience working in higher education administration is preferred.