Administrative Coordinator, ASPC

Job Posting Location:

Claremont, CA

Job Posting Title:

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 ASPC Campus Life Coordinator manages the payroll, human resources functions, accounting, 5C club processes, and other daily operations of the Smith Campus Center (SCC), Associated Students of Pomona College (ASPC) Office and other student organizations of Pomona College. This position processes hiring paperwork for all SCC student employees, processes payroll for all ASPC entities and oversees the payroll budget for all student labor accounts. The coordinator also manages event/ticket sales, registrations, assists with scheduling and data entry of all reservations/events, monitors key inventory for SCC, ASPC, and student clubs and organizations, and prepares accounts payable and receivable for AV47, Shuttle, Building Manager & Server Services. This position is responsible for the direction and oversight of student employees and all of the activities and services provided by them in the SCC/ASPC offices and other student organizations.

ESSENTIAL FUNCTIONS: Reporting directly to the Director of Campus Life Engagement, the ASPC Campus Life Coordinator performs the following essential duties and responsibilities:

1. Provide clear direction and oversight of all department activities relating to student employees in order to develop and achieve annual goals. Responsible for monitoring and evaluating student employees, including performance and daily assignments and the administration of required personnel paperwork. Maintain an efficient, collegial, and proactive work environment within the SCC/ASPC office and other student organizations and collaborating departments.

• Supervise office student assistants performing clerical functions including making decisions and effective recommendations regarding hiring, dismissals, performance evaluations, scheduling, and training.
• Process all hiring paperwork for employees of all SCC/ASPC entities: Building Managers, AV47, Office Assistants, Orientation Leaders, Judicial Board Chairs, Senate, Servers, Shuttle, Studio 47, and The Student Life. Coordinate with Human Resources and Financial Aid offices for student eligibility records.

2. Process and keep payroll records of student employee hours in the Workday timekeeping system for all of the Associated Students of Pomona College (ASPC) entities: Building Managers, AV47, Office Assistants, Orientation Leaders, Judicial Board Chairs, Senate, Servers, Shuttle, Studio 47, and The Student Life

• Oversee budgets for all SCC student wages accounts.
• Provide biweekly analysis on payroll expenditures, charts payroll to date and labor budget remaining.
• Distribute paychecks to student workers according to appropriate payroll timetable.

3. Manage all event/ticket sales and registrations.

• Prepare for any event ticket sales: program registration and sign-up lists.
• Assist with the scheduling and data entry of all reservations/events through EMS and Engage.
• Assist with the 5C club registration process.
• Sell tickets to faculty, staff, students and community for activities sponsored by the SCC Office and the College; process cash, Claremont Cash, credit/debit cards, and checks.
• Process all event/ticket sales, deposits, and sign-ups for all ASPC & 5C student organizations.

4. Assist ASPC Staff Accountant with accounting responsibilities for ASPC operations and all Pomona & 7C Student Organizations.

• Reconcile and prepare deposits for the Store sales daily and weekly.
• Prepare cash deposits from Store, ASPC office, and student organizations for weekly bank deposit.
• Reconcile petty cash receipts weekly.
• Prepare and handle all accounts payable and receivable for ASPC services: AV47, Shuttle, Building Manager, & Server Services.
• Monitor accounts of student organizations on campus using CYMA accounting software.
• Review check requests for ASPC and Sundry accounts for accuracy and submit for approval.

5. Oversee and coordinate all daily operations and clerical tasks for the SCC/ASPC office and student organizations.

• Process space requests and confirm reservations for all reservable spaces on campus for all student events and meetings.
• Answer telephone calls and addressing/responding to telephone inquiries or taking messages for other members of the office staff.
• Maintain calendar of appointments for other members of the office.
• Sort and distribute incoming mail and ensure regular pick-up of outgoing mail.
• Handle all ordering of office supplies and any outside vendors.
• Maintain office equipment inventory and coordinate any needed repairs.
• Monitor, maintain and distribute all key inventory for all SCC office spaces, ASPC and other student organizations: Coop Store, PEC, Studio 47, and The Student Life.

6. Coordinate special projects/tasks and provide assistance as assigned.

QUALIFICATIONS:

Education: High School Diploma or GED is required, or equivalent combination of education and experience.
Licenses/Certificates: 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 general office, data entry, or accounting experience in higher education is preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS: The ASPC Campus Life Coordinator 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.

1. Deploy professional skills in office management, data entry and accounting, in collaboration with colleagues, to best promote the College’s strategic interests.

• Able to use the internet to research information on various topics.
• Able to use computers to complete data entry and to use a 10 key adding machine.

2. Demonstrated commitment to diversity, equity, and inclusion to support a diverse community of students, staff, and faculty.
3. 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.
4. Able to operate computers with basic Microsoft Office software (such as Word, Excel, Outlook), associated professional software (such as CYMA accounting software, Workday, CX CARS, Engage, menu-driven databases) and social media networking. Demonstrated understanding of the use of technology to achieve annual goals and maintain confidentiality.
5. 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.
6. Must have exceptional organizational, time management, and basic math skills to complete work with accuracy and attention to detail.
7. Able to safely operate College’s vehicles/golf carts for campus-related work.

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend and evening work hours may be required. Regular hours may vary due to needs of the College or division.

ADDITIONAL POSITION DETAILS: This is a regular, full-time, non-exempt position. Hourly rate for this position is between $27.00–$33.28 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. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.

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).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.