Program Coordinator Teacher Ed

POSITION TITLE: PROGRAM COORDINATOR

SALARY RANGE: $20.00- $23.59 HOURLY

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Responsible for serving as academic support staff for the School of Educational Studies (SES) Teacher Education program, including a broad range of highly skilled secretarial, administrative, and clerical work. In particular, the program coordinator will use knowledge of university policies, procedures, and technical and procedural systems to manage the operations of the Teacher Education Program efficiently and effectively, including dealing with confidential information. The Program Coordinator provides information and data about the program and university to potential applicants, current students, adjunct personnel, the Director of the Teacher Education Program and Dean of the School of Educational Studies, and to external stakeholders as appropriate.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES :

ESSENTIAL FUNCTIONS :

• Student Communications & Support
  • Acts as first point of contact for TEP students for questions related to course registration, TEP policies, CGU policies, petitions, procedures, student services, and general program advising.
  • Meets with potential applicants and provides them with information about Credential/MA Programs to aid recruitment, including elements of the programs, admissions and matriculation processes, and credential requirements.
  • Processes student forms and paperwork in a timely manner, ensuring completion of all required information and signatures, as well as checking for accuracy.
  • Communicates course offerings to students in advance of registration and regularly informs students of registration procedures and deadlines as well as any changes in course offerings or 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.
• Data Management Systems (in collaboration with supervisor)
  • Designs, maintains, and utilizes complex information/data management systems to ensure integrity of student and program data, monitor program progression and outcomes, and generate reports.
  • Administers and/or archives materials and documents for easy referral (internally and for accreditation), including MOUs, resumes, syllabi, course evals
  • Monitors expenditures within established budget guidelines, as requested by supervisor. In addition, may prepare receipts and invoices for processing.
  • Facilitates the exchange of information between Teacher Education and other parties as appropriate.
• Office & Institutional Operations (in consultation with the Director of Teacher Education and the SES Administrative Director
  • A ssists with coordination of office workflows , helps to identify, track, and communicate deadlines.
  • Acts as an administrative link between the Teacher Education program and other parties within and outside of CGU; disseminate information from other CGU Departments and entities to Teacher Education staff and students.
  • Serves as liaison between Teacher Education and, CGU OIT, and equipment vendors as needed.
  • Takes minutes at meetings as needed.
  • Serves on CGU committees as appropriate.
  • Independently responds to inquiries in adherence with institutional policies, guidelines, privacy policies, applicable laws, and expectations of professionalism.
  • Performs a wide variety of administrative and clerical tasks including but not limited to assisting staff members and instructional personnel, offering back-up to reception desk for answering phone calls and greeting visitors to the Teacher Education offices.
• Teacher Education Program Operations
  • Works with other staff in SES, the Registrar, and the Provost's office regarding course submission and adjunct contracts.
  • Assists with operational aspects of student recruitment, enrollment, registration, retention, and graduation activities.
  • Maintains and updates program plans and other documents related to program completion and student milestones.
  • Coordinates the scheduling and cataloguing of courses for the Teacher Education Department with the department, Registrar's office, SES Dean, Administrative Director, and faculty.
  • Maintains, uses, and when appropriate administrates digital-platforms, communication channels, and other networks so Teacher Education staff can effectively communicate with various parties and stakeholders (e.g. Microsoft Office, Microsoft Teams, Google G-suite, Canva, Calendly, Canvas, Eventbrite, Qualtrics, Swivl, GoReact.
  • Provides logistical coordination for various Teacher Education events (classes, orientation sessions, banquets, meetings, conferences, job fair, award ceremonies, receptions, etc.) including but not limited to reserving spaces, procuring materials, and managing other communications as needed.
• Performs additional duties and tasks specific to the position as assigned by the Teacher Education Program Director, SES Administrative Director, or SES Dean.

NON-ESSENTIAL FUNCTIONS :

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 or ability to quickly learn People Soft, Microsoft Word, Excel, Google G-Suite, Canvas, Canva
• 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 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 in regard to attitude, dress, punctuality, work ethic, time usage.

QUALIFICATION STANDARDS :

EDUCATION : Bachelor's degree, or any combination of education, training, or experience that provides the required knowledge, skills, and ability.

EXPERIENCE : Two to three years of experience in positions of increasing responsibility or related experience in an academic program or institution.

LICENSES / CERTIFICATES : Valid California driver's license.

UNIFORM REQUIREMENT : No uniform, but daily professional attire is expected.

OTHER :

HOURS : The regular hours for this position are 8:30 AM to 5:00 PM Monday through Friday. Hours may vary due to program, School, or stakeholder needs. This position will include some weekend and evening duties when the students/instructors are on campus for events.

CLASSIFICATION AND STATUS : This is a (full-time), 12-month (non-exempt level) position. Benefits-eligible.

SUPERVISORY RESPONSIBILITY : None.

REPORTS TO : SES Administrative Director

OTHER:

Department: SES's Dept of Teacher Education

Department: SES's Dept of Teacher Education

Physical Activities

Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.
☐ Never ☒ Occasionally ☐ Constantly

Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.
☐ Never ☒ Occasionally ☐ Constantly

Remaining in a stationary position, often standing or sitting for prolonged periods.
☐ Never ☐ Occasionally ☒ Constantly

Moving about to accomplish tasks or moving from one worksite to another.
☐ Never ☒ Occasionally ☐ Constantly

Adjusting or moving objects up to 25__ pounds in all directions.
☐ Never ☒ Occasionally ☐ Constantly

Communicating with others to exchange information.
☐ Never ☐ Occasionally ☒ Constantly

Repeating motions that may include the wrists, hands and/or fingers.
☐ Never ☐ Occasionally ☒ Constantly

Operating machinery and/or power tools. COPY MACHIENE. SCANNERS. FAX.
☐ Never ☒ Occasionally ☐ Constantly

Operating motor vehicles or heavy equipment. DRIVING
☐ Never ☒ Occasionally ☐ Constantly

Assessing the accuracy, neatness and thoroughness of the work assigned.
☐ Never ☒ Occasionally ☐ Constantly

Environmental Conditions

Low temperatures.
☒ Never ☐ Occasionally ☐ Constantly

High temperatures.
☐ Never ☒ Occasionally ☐ Constantly

Outdoor elements such as precipitation and wind.
☐ Never ☒ Occasionally ☐ Constantly

Noisy environments.
☐ Never ☒ Occasionally ☐ Constantly

Hazardous conditions.
☒ Never ☐ Occasionally ☐ Constantly

Poor ventilation.
☒ Never ☐ Occasionally ☐ Constantly

Small and/or enclosed spaces.
☒ Never ☐ Occasionally ☐ Constantly

No adverse environmental conditions expected.
☒ Never ☐ Occasionally ☐ Constantly

Physical Demands

Sedentary work that primarily involves sitting/standing.
☐ Never ☐ Occasionally ☒ Constantly

Light work that includes moving objects up to 20 pounds.
☐ Never ☒ Occasionally ☐ Constantly

Medium work that includes moving objects up to 50 pounds.
☒ Never ☐ Occasionally ☐ Constantly

Heavy work that includes moving objects up to 100 pounds or more.
☒ Never ☐ Occasionally ☐ Constantly

At Claremont Graduate University, the health and safety of our community is a top priority. Claremont Graduate University has adopted a policy of requiring all employees to show proof of being fully-vaccinated, based on applicable federal and state law. If offered the role, within two weeks of the hire date, the candidate will need to provide proof of vaccination, qualify for an appropriate exemption, or otherwise be in compliance with the current applicable federal, state and local laws to be exempt from being fully-vaccinated.

EEO Statement:

Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed 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. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.

This job description defines the essential or fundamental job duties of the employment position. It is assumed 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.

Successful completion of criminal background and DMV checks required for final candidate.