Administrative Coordinator, MS and MCHA Programs

4 weeks ago

Claremont, United States Keck Graduate Institute Full time
Job Posting Title:
Administrative Coordinator, MS and MCHA Programs

Job Description:

Staff, Full-time, Non-Exempt

Position Overview:

The Administrative Coordinator will perform various functions to assist the program director(s) with academic and administrative support operations.

Keck Graduate Institute (KGI) was founded in 1997 as the first higher education institution in the United States dedicated exclusively to education and research related to the applied life sciences. KGI offers innovative postgraduate degrees and certificates that integrate life and health sciences, business, pharmacy, engineering, and genetics, focusing on industry projects, hands-on industry experiences, and team collaborations. KGI employs an entrepreneurial approach and industry connections that allow students to become leaders in healthcare and the applied life sciences.

Located in beautiful Claremont, California, KGI is a member of the Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and The Claremont Colleges Services, which provides shared institutional support services. Each nationally recognized college has its own campus, students and faculty, and distinctive mission, and each offers top-notch curricula, small classes, distinguished professors, and personalized instruction. The Claremont Colleges consistently place at the top of national college rankings, including Forbes, Money and U.S. News and World Report, and the Princeton Review.

Education and Experience:

A Bachelor's Degree with at least 1- 2 years of experience directly related to the duties and responsibilities is required. Previous experience in office administration within higher education is preferred.

Essential Functions and Responsibilities: Individuals must possess knowledge, skills, and abilities to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodations, using some other combination of skills and abilities.
  • Provide clerical and office support, including typing, filing, phone work, mass mailings, data gathering, and database entry work as assigned.
  • Prepare documents, including memos, letters, bulletins, web pages, reports, etc., independently, from dictation, rough draft, or by directive.
  • Collaborate with instructors to update course syllabi as needed.
  • Collaborate with instructors to update, review, and organize course materials in Canvas.
  • Process reimbursements and invoices.
  • Coordinate various event logistics (e.g., RSVP for guest speakers, seminars, presentations, ordering meals, and set-up).
  • Facilitate sign-ups and coordination of co-curricular activities.
  • Coordinate program curricular changes and annual program assessment activities.
  • Assist with preparing adjunct faculty contracts, student petitions, and grade changes.
  • Assist in preparing grant requests and funding continuation from outside sponsors.
  • Prepare agendas and meeting minutes.
  • Work on projects as assigned by the program director(s).
  • Other duties as assigned.
Required Knowledge, Skills, and Abilities: Individuals must possess knowledge, skills, and abilities to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions may be performed, with or without reasonable accommodations, using some other combination of skills and abilities.
  • Possess intermediate to advanced experience with Microsoft Word, Excel, Outlook, and
    PowerPoint.
  • Demonstrate proficient written and oral communication skills.
  • Exhibit proficient organizational and time management skills and manage multiple tasks simultaneously.
  • Possess strong interpersonal skills, good judgment, and the ability to interact in a positive, helpful manner with a wide variety of personalities and constituencies.
  • Possess the ability to read and interpret documents.
  • Possess the ability to write correspondence using correct grammar, punctuation, and formatting.
  • Demonstrate pleasant and professional customer service skills and a professional and positive attitude towards management, staff, students, board members, and visitors.
  • Possess the ability to solve practical problems and interpret various instructions furnished in written oral, diagram, or schedule form.
  • Possess the ability to maintain the confidentiality of records and information.

Hours, Classification, and Status:

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

The regular hours of this position are Monday-Friday, 8:00 am - 5:00 pm. Hours may vary due to the needs of the college or department.

Hourly rate range: $24.00 - $26.00. The salary of the finalist(s) selected for this role will be set based on various factors, including, but not limited to, internal equity, experience, education, specialty, and training.

Special Requirements:

Keck Graduate Institute has implemented a SARS-CoV-2 (COVID-19) and Influenza Vaccination Program covering all employees and students. Employees must submit proof of vaccination, an Institute-approved exception, or deferral to comply with the policy.

Physical and Mental Requirements:

Individuals must possess the ability to maintain a good concentration level while dealing with interruptions, attention to detail with emphasis on accuracy, capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.

Individuals must be able to sit in a normal position for extended periods. Standing for extended periods. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity is required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example, to lift or move office supplies, files, books, and packages.

To Apply:

A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please submit a cover letter highlighting your professional experience; a complete CV outlining your career and educational credentials; and three professional references (including their names, relationship to you, their position, email, and direct phone numbers). Minority candidates are strongly encouraged to apply.

Equal Employment Opportunity Policy

Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment. KGI strongly encourages candidates from underrepresented groups to apply.

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