The Administrative Coordinator of the Kravis Leadership Institute (KLI) is responsible to oversee the general office operational functions for the Kravis Leadership Institute. Areas of responsibilities within this job description include general office management, supervision of student employees, processing of student timecards, institute relations support, participating in budgetary planning, and board and donor support. The position includes project management responsibilities for selected KLI projects.
The Administrative Coordinator works independently and in conjunction with the Academic Director of KLI to whom the Administrative Coordinator reports. The Administrative Coordinator exercises judgment, initiative, and discretion in responding to verbal and written communication with internal and external entities. Administrative Coordinator. The Administrative Coordinator oversees the day-to-day administrative support and office management processes of the Institute and works to support the strategic plan of the Institute. The Administrative Coordinator is a member of the Institute’s management team. Essential functions also include project management for selected and critical KLI functions.
Leads a team of administrative support staff assigned to major projects and events, providing training and development, management direction and oversight to assure timely and accurate completion of tasks.
Provides cross-training in order to maintain a consistent level of support on a daily basis.
Coordinates staff and support resources for institute faculty, staff, and students, monitoring performance to ensure efficient work flow and project completion.
Coordinates collection and formatting of content and provides assistance to Academic Director in the preparation of the Institute’s annual report and President’s quarterly report.
Hires, directs and manages clerical employees, temporary employees and non-exempt student employees (graduate and undergraduate) for the Institute.
Identify problems, evaluate options and implement solutions related to daily operations involving internal and external entities.
Responsible for the processing and approval of bi-weekly timesheets and payroll for students and part-time staff for the institute (ranging annually from approximately 60 to 100 employees).
Prepares job descriptions for non-exempt student positions.
In conjunction with Academic Director and Directors coordinates the recruitment, hiring and orientation of new non-exempt employees as well as provides the orientation of essential office, KLI policies and general procedural functions for new exempt employees.
Oversees the tracking of income and expenses during the fiscal year and the preparation of the annual budget with the Academic Director.
Develops, implements, and enhances budgetary policies and procedures to improve the operation and effectiveness of the Institute by creating and modifying Institute forms for travel expenses, reimbursements, and events.
Recommends policy and procedural changes pertaining to the Institute’s budget.
Approves RFC’s in accordance with established limits set by Academic Director.
Reconciliation departmental purchase cards within established limits.
BOARD RELATIONS & DEVELOPMENT
Project manager/coordinator for special events coordinates staffing and other support needs.
Prepares materials for board meetings.
With the Academic Director, plans and coordinates Board of Advisor meetings and coordinates donor related activities as planned.
Tracks activity related to KLI Board Members and the Kravis Fellows Initiative with Academic Director.
Maintains up-to-date public and confidential information on all current and prospective board members.
Functions as a liaison with appropriate Development officers and other staff.
Facilitates the selection of students assigned to host guests and represent the Institute.
Coordinates and schedules arrangements for meetings, programs, events or special functions.
INSTITUTE RELATIONS SUPPORT
Works with the Academic Director to develop the annual marketing and outreach plan and strategies, tactics and resources necessary to achieve desired outreach and exposure.
Works with Institute directors to develop and design publicity for institute related activities, programs and events. Distributes publicity through various channels including social media and website.
Works with Institute directors to manage content creation for the Institute’s academic calendar of events, programs, and activities.
Project manager for Institute events, conferences, leadership roundtable, and the Kravis-de Roulet Conference (200 +/- participants).
Works with Institute directors to maintains the Institute’s website and marketing/communications efforts. Provides direction and supervision to team of office and student staff developing items for publicity, photography, brochures, social media and website.
Serves as Institute’s liaison between the President’s office, Athenaeum and Director of Events and Stewardship and the 7C’s.
Prepares and communicates summary report of newsworthy items involving Institute faculty, staff, and students to the office of Public Affairs.
The successful candidate will also be able to perform the following essential functions:
Take and follow directions.
Work cooperatively with others.
Receive and respond appropriately to constructive criticism.
Display a positive attitude.
Balance multiple tasks and priorities
Performs other essential duties and tasks specific to the position.
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 knowledge skills and abilities
Knowledge of the Kravis Leadership Institute’s mission and goals, as well as the KLI/CMC policies and procedures is
Project Management skills and procedures knowledge for resource management and deadline-focused achievement of project
Interpret, apply and explain rules, regulations, policies and procedures to
Work independently with little direction or supervision, seeing tasks through to
Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, customer service and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees.
Ability to follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments. Perform detailed tasks from both verbal and written instructions with a high level of accuracy and concern for details and
Proven ability in applying best practices to work processes.
Is responsible and adaptable, demonstrating the ability to work well in a team
Ability to exercise sound judgment and
Lead staff, multi-task, prioritize, problem-solve and meet
Analyzes situations accurately and adopts an effective course of
Ability to operate computers proficiently with basic Microsoft Office Suite (Word, Excel, and Outlook). Familiarity with one or more of the following is a plus: Access, FrontPage, and PowerPoint, Adobe programs (InDesign, Illustrator, and WordPress).
Ability to acquires new software programs skills quickly and semi-independently and continually updates computer
EDUCATION: Bachelor’s degree or any combination of education and experience that provides the required knowledge, skills and abilities.
EXPERIENCE: Five or more years of related experience in higher education is required.
HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday Overtime, holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the Institution. This is a twelve-month position.
LICENSES: A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.
CLASSIFICATION AND STATUS: This is a full-time, 12-month non-exempt benefits-eligible position.
SUPERVISORY RESPONSIBILITY: This position is responsible for the direct supervision of KLI’s Administrative Assistant and part-time, temporary, selected Graduate and CMC student staff.
REPORTS TO: This position reports to the Academic Director of the Kravis Leadership Institute.
Physical Requirements: Light (up to 20 lbs.)
GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times
BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.
ADA/OSHA: This job description defines the essential or fundamental job duties of this 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 1 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.
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.