PRIMARY PURPOSE/GENERAL DESCRIPTION:

Responsible for serving as academic support staff for the School of Educational Studies (SES) Teacher Education program. 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. Involves creating, managing, and utilizing systems and procedures so the business of CGU's Teacher Education functions effectively and efficiently. Position is also responsible for providing information and data about Teacher Education's Programs to potential applicants, to the Director of the Teacher Education Program and the School of Educational Studies Dean, and to external stakeholders as appropriate. The Program Coordinator also communicates with and provides administrative support to Teacher Education candidates and adjunct personnel, including referring them as necessary to other CGU and consortium offices (e.g., financial aid, registrar, human resources, etc.).

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

• In collaboration with supervisor, designs, maintains and utilizes complex information/data management systems. Involves designing and working with complex physical file systems and electronic data management systems. Position responsible for using the systems to generate a variety of reports as requested by Program, School, and University leadership. May include assisting other staff within Teacher Education in effective use of the systems. Provides appropriate consultation, oversight, and corrections to ensure the integrity of data and that the system is kept intact.
• Implements and maintains office processes to ensure materials and documents (both physical and electronic) are accurate and effectively archived for easy referral and use (both for internal purposes and for accreditation purposes).
• In consultation with the Director of Teacher Education and the SES Administrative Director, assists with coordination of office workflows, helps to identify and track deadlines and follows through to ensure others are aware of, and responsive to, these deadlines.
• Events planning. Position responsible for providing logistical coordination for various Teacher Education events. Events could include but are not limited to classes, orientation sessions, banquets, meetings, conferences, job fair, award ceremonies, and receptions. Involves making (and tracking) reservations and working with parties within and outside of CGU. Involves coordinating the procurement of materials needed at the events, including textbooks, instructional materials, handouts, software, food, technology, etc.
• Acts as an administrative link between the Teacher Education program 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.
• Facilitates the exchange of information between Teacher Education and other parties as appropriate, including working closely with the Program Coordinator for the SES MA and PhD programs (located in Harper Hall).
• Includes working with other staff in SES, the Registrar, and the Provost's office regarding course submission and adjunct contracts.
• Helps disseminate information from other CGU Departments and entities to Teacher Education staff and students.
• Supports other staff in Teacher Education in cultivating effective working relationships with district and school partners. This includes but is not limited to helping to secure and archive MOUs with districts, archiving resumes.
• 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 Credential/MA Programs. 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.
• 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.
• Maintains and updates program plans and other documents related to program completion and student milestones.
• In coordination with the Credential Analyst, enters and updates student data into the departments database 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.
• 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 advisement.
• Coordinates the scheduling of courses for the Teacher Education Department.
• 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.
• Involves attending and taking minutes at meetings as needed and serving on CGU committees as appropriate.
• Involves working effectively with various parties, including but not limited to the Data & Evaluation Coordinator and the Credential Coordinators in Teacher Education to administer, tabulate, and record course, instructor, and program evaluations. Maintains the process by which these data are collected, cleaned, reported, and stored.
• Supports the instructional needs of Teacher Education faculty and staff by oversees the process by which loaner equipment (i.e., document cameras, ipads, laptop, projector, etc.) is checked out and returned. Serves as a liaison between Teacher Education, CGU OIT, and equipment vendors.
• Monitors expenditures within established budget guidelines, as requested by supervisor. In addition, may prepare receipts and invoices for processing.
• Maintains and uses digital-platforms, communication channels, and other networks so Teacher Education staff can effectively communicate with various parties and stakeholders. Stakeholders include but are not limited to staff, current students, potential students, alumni, instructional personnel and adjuncts, and district contacts. Digital platforms include but are not limited to Microsoft Office (Word, Excel, PowerPoint, Outlook), Microsoft Teams, Google G-suite (docs, slides, sheets, Gmail), Canva, Calendly, Canvas, Eventbrite, Qualtrics, Swivl, GoReact. Could include acting as a moderator or admininistrator for communication on these channels.
• 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.
• Able to aid the recruiting process and team by meeting with potential applicants and providing them with information on Teacher Education's Programs. Involves having considerable knowledge about each program, presenting this information in a clear and precise manner, being able to answer questions, and being able to explain the admissions and matriculation processes. Involves being professionally dressed and acting professionally at all times.
• Performs a wide variety of administrative and clerical tasks. These tasks include, but are 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.
• 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 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 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.

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.

OTHER PREFERENCES:

UNIFORM REQUIREMENT: No uniform, but daily professional attire is a must. Appearance must be suitable for interacting unexpectedly with potential applicants and other program guests/visitors.

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 weekend and evening duties. Likely will include some overnight travel. (Position involves being on campus when the students/instructors are on campus for class.)

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

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.

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About CGU Claremont Graduate University

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.

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