This announcement is posted as available position openings occur. New positions will be held open for a minimum of five days from the date of posting. Repeat postings may be closed at any time. Employment is contingent upon new employee providing documents verifying United States citizenship, or for aliens, documents verifying legal permission to work in the United States. According to position requirements, passing a background check and/or a functional capacity test may also be required. For further information, please call 909-607-7816, view our Web page at www.cgu.edu or inquire in person at the Human Resources Department, 150 East Tenth Street, Harper 118, Claremont, CA 91711.
The Program Coordinator is responsible for serving as academic support staff for the School of Educational Studies (SES) MA and PhD programs. Working independently, provides high level administrative support, performing a broad range of highly skilled secretarial, administrative, and clerical work. Duties and responsibilities are varied and confidential in nature. Knowledge of the organization, policies, and procedures of the University is required, and often of a technical specialty. This position independently and proactively orchestrates and manages the administrative activities of the SES MA and PhD programs. Involves creating, managing, and utilizing systems and procedures so the business of SES functions effectively and efficiently. Position also responsible for providing information about SES programs to potential applicants, the SES Administrative Director, the SES Dean, and external stakeholders as appropriate. The Program Coordinator communicates with and provides administrative support to SES students, including referring them as necessary to other CGU and consortium offices (e.g., financial aid, registrar, etc…).
The regular hours for this position are 8:30 AM to 5:00 PM, Monday through Friday. Hours may vary due to needs of the school or department. For special events, evening and weekend hours may also be required, with work schedules to be adjusted as event times dictate.
1. Advises and counsels MA and PhD students in SES on program requirements and deadlines and monitors student progress from enrollment through graduation.
Answers student questions regarding academic programs, and refers students to faculty or Student Services offices for additional advice or counsel.
Monitors student progress toward degree completion, following up as appropriate to inform students of requirements, holds, deadlines, etc.
Verifies that student registrations are consistent with approved programs of study.
Assists with scheduling and coordination of facility and audiovisual arrangements for student qualifying exams, proposal meetings, and dissertation defenses.
Monitors the completion of graduation requirements and filings.
Attends Student Academic Services group meetings and other CGU meetings as appropriate and notifies the SES Dean, faculty, and staff of relevant information and changes to academic policies and procedures.
2. Assists with operational aspects of student recruitment, enrollment, registration, retention, and graduation activities.
Able to aid the recruiting process and team by meeting with potential applicants and providing them with information on SES MA and PhD programs. Involves being able to create and deliver an effective pitch. Involves having considerable knowledge about each program, presenting this information in a clear and precise manner, being open to answering questions, and being able to explain the admissions and matriculation processes. Involves being professionally dressed and acting professionally at all times.
Creates and oversees office processes to make sure materials and documents (both physical and electronic) are accurate and effectively archived for easy referral and use.
Enters and updates student data into university management system, including information on advisor assignments, milestone completions, etc., and runs related queries as needed. Provides appropriate consultation, oversight, and corrections to ensure the integrity of data and systems is kept intact.
Processes student forms and paperwork in a timely manner, ensuring completion of all required information and signatures, as well as checking for accuracy.
Notifies students of changes in course offerings and program requirements.
Attempts to contact inactive students and other students who have enrollment holds or other issues to ascertain progress and potential barriers to progress.
3. Coordinates the scheduling of courses for SES MA and PhD programs.
Working with the Registrar’s office, coordinates the regular call for courses and works with the SES Dean, Administrative Director, and faculty to coordinate course offerings and schedules. Also assists with advanced course planning and enrollment management.
Enters course schedules and makes course catalog changes when needed.
Communicates course offerings to students in advance of registration and regularly informs students of registration procedures and deadlines.
4. Assists with faculty academic support.
Helps to ensure that faculty teaching needs are met, such as arranging for supplies, technology, etc.
Coordinates the collection of updated faculty CVs annually, as well as class syllabi each term. Maintains electronic files for archiving and distribution as needed.
Distributes class rosters to faculty for enrollment checks. Works with Student Services staff to update student enrollment records as appropriate.
Supports faculty with student correspondence, preparation of syllabi and other course-related materials, and setting up/maintaining course sites in Canvas, when needed.
Assists with the collection of course evaluation data at the end of each term, in conjunction with other SES and CGU staff, including the SES Data and Evaluation Coordinator.
5. Provides support for the general activities of the SES Dean’s office and for School events.
Acts as a managerial/administrative link between the SES MA and PhD programs and other parties within and outside of CGU. Maintains open and close communication, and also serves as liaison, with faculty, staff, students, and outside agencies and other individuals as needed. Oversees the exchange of information between SES and other parties as appropriate, including working closely with the Program Coordinator for the SES Teacher Education Program (located in Stauffer Hall) and the Student Support Specialist assigned to SES.
Also responsible for helping disseminate information from other CGU Departments and entities to SES staff and students.
Independently responds to inquiries. Requires knowledge of policies and guidelines. Must exercise considerable judgment and discretion in what is communicated. Writing is of high quality and maintains a professional tone at all times. Is aware of and abides by privacy policies and applicable laws.
Working closely with staff from within SES and other university-wide offices, assists in the coordination of new student orientations, retention events, lectures, student awards ceremonies, and the annual commencement reception.
Communicates information and events of interest to students, staff, and faculty using email distribution lists and other communications channels, such as website, social media, digital displays, etc.
Maintains and updates distribution lists as needed, including the addition of new students, removal of graduated students, etc.
Assists in the selection and coordination of the work of Bowen Associates and other student positions in the School.
Assists the SES Administrative Director in supervising student workers, clerical staff, and temporary staff. Involves assisting with the delegation of tasks and responsibilities fairly and appropriately according to job duties and skillsets, providing information and support, routinely monitoring productivity and work quality, providing both informal and formal evaluation, and offering input on time off requisitions and other requests. Responsible for helping create a productive work environment.
Attends SES staff meetings and serves on CGU committees as appropriate.
Performs a wide variety of administrative and clerical tasks. These tasks include, but are not limited to, offering back-up to reception desk for answering phone calls and greeting visitors to the SES offices.
Performs other duties and tasks specific to the position as assigned by the SES Administrative Director or SES Dean.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:
Individual must possess 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.
Technologically savvy with strong computer skills, including familiarity with People Soft, Microsoft Word, Excel and Access.
Excellent word-processing skills.
High proficiency with database management systems.
Excellent communication skills, both oral and written.
Demonstrated organizational skills, and especially in a multi-task environment. Ability to prioritize work and tasks.
Ability to work with budgets and basic knowledge of budget processes.
Ability to assist with the work of other staff members performing clerical, secretarial or technical assignments. May include some assistance with directing the work of others (e.g., student workers).
Excellent interpersonal skills. Able to interact well in a culturally diverse work environment.
Able to work in a fast-paced environment with multiple deadlines.
Adept working autonomously and as a member of a team.
Professional at all times. Involves but is not limited to attitude, dress, punctuality, work ethic, time usage.
Understanding of academic programs and processes. Ability to adhere to and explain academic policies.
Bachelor’s degree, or any combination of education, training, or experience that provides the required knowledge, skills, and ability. Five to six years of experience in positions of increasing responsibility or related experience in an academic program or institution.
APPLICANTS ACCEPTABILITY FOR POSITIONS REQUIRING USE OF A COLLEGE VEHICLE IS CONTINGENT UPON A DRIVING RECORD ACCEPTABLE TO THE COLLEGE’S AUTOMOBILE LIABILITY INSURANCE. PROMOTION FROM WITHIN IS ENCOURAGED WHENEVER QUALIFIED EMPLOYEES OF CLAREMONT GRADUATE UNIVERSITY ARE AVAILABLE. INTERESTED EMPLOYEES ARE URGED TO CONTACT THE DIRECTOR OF HUMAN RESOURCES IF QUALIFIED FOR ANY OF THE ABOVE OPENINGS. PLEASE DO NOT CONTACT DEPARTMENTS DIRECTLY.
Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, place of national origin, sex, age, sexual orientation, or physical handicap in its employment practice and in admission of students to educational programs and activities in accordance with the requirements of Title IX of the Education Amendments of 1972 and other applicable laws. Claremont Graduate University is committed to affirmative action in employment practices regarding ethnic minorities, the physically handicapped, Vietnam-era veterans and women.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.