Job Abstract

Equal Opportunity and Nondiscrimination Statement

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

Job Details and Requirement:

Primary Position Function/Summary:  The Program and Systems Coordinator performs a broad range of duties in support of the Center for Global Education. This position implements, analyzes, updates, and manages the Global Education Application System (Terra Dotta) and relevant SIS interface connections; supports the development, restructuring, implementation, and training of new and existing data and information management systems to support global education programs and operations.  Systems and processes include support for participant application; student, parent, and faculty/staff information management; data collection and reporting; enrollment and record-keeping; internal and external Center communications; and billing and payments.

Statement of Duties & Responsibilities:

Under the supervision of the Director and in close collaboration with the Assistant Director, the Program and Systems Coordinator uses independent initiative, expertise and analytical judgment to fulfill the following responsibilities:
 

• Global Education Systems Management and Integration: Oversee, design, manage, upgrade, test, implement and respond to all day-to-day functional customer service issues of the CGE Information System/Database (Terra Dotta) software, ensuring relevant processes, procedures, and definitions on global education operations are documented and shared with relevant stakeholders. Maintain systems protocols by writing and updating procedures. Ensure CGE Information System/Database syncs with other College software systems, ensuring accuracy in data collection and management systems. Prepare statistical program-level and participant-level data reporting to interpret and identify trends such as participation rates, demographics, etc., filtering and cleaning data as necessary. Develop and present training materials and provide system user support for global education students, staff, and faculty evaluators on global education and College software systems. Serve as committee or working group member and/or liaison with other campus and 5C units at the discretion of the Director of Global Education. Synthesize and publicly document all essential, relevant policy and program information on CGE website as lead author/editor. Provide regular data-driven up-dates to the CGE Director, Assistant Director, Director of the Washington Program, international partners and campus stakeholders.

• Global Education Program Participant and Office Finances: Research, analyze, initiate and process participation contracts/billing agreements with international partners, and outside vendors. Track and monitor various program expenditures. Communicate with Office of Finance or Payroll Office to ensure efficient processing of outstanding payments.

• Events and Programming:  Coordinate and effectively plan various CGE events; including planning various logistical aspects (scheduling, publicity, materials, catering, AV, transportation) for Global Education programming including orientation, outreach, trainings, and faculty committee meetings.  

• Student and CMC Community Program Support: Provide students, faculty, staff, and parents support in the form of disseminating program information, program eligibility and program requirements. Assist with effectively communicating CMC Global Education policies and procedures before, during, and after a CMC Global Education experience. 

• Center for Global Education Administrative Support: Attend to the directors’ calendars and provide administrative support to the directors. Manage general office duties including monitoring and ordering office supplies, answering phones, processing reports, copying materials, and prepare mailings. Maintain the Center’s electronic files. Prepare for meetings, take minutes of meetings for approval.

• Perform other essential duties and tasks specific to the position.

Required Qualifications:

• Demonstrated capacity to develop and manage systems and administrative processes to integrate a diverse, changing and growing set of educational programs. 
• Strong organizational and time management skills, with attention to accuracy and detail.
• Ability to manage multiple projects simultaneously, working both independently and collaboratively as needed.
• Ability to pivot between tasks as demand dictates.
• Outstanding written, oral, research and analytical skills and a willingness to learn new technology quickly.
• Excellent computer skills and ability to use word processing, data management and web software.
• Willingness to embrace change and to adapt to new technologies, program partners and a constantly changing group of student participants.
• Effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, telephone, and customer service skills.
• Ability to follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
• Possession of 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.
• Handling of all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.

Qualification Standards

• Bachelor’s degree is required or any combination of education and experience that provides the required knowledge, skills and abilities.
• Any one, or any combination, totaling two (2) years (24 months) from the following categories:
  • College coursework which includes Information Technology (IT), IT Management, Programming, IT systems, or a closely related discipline, or
  • Work experience in IT-related functions, such as hardware/software support and/or training, troubleshooting, programming, network design, network engineering, IT systems integration, or IT/CRM systems integration, data analysis, database administration or closely related field.
• Demonstrated intermediate level experience in MS Excel.
• Demonstrated experience in preparing and interpreting statistical data reports to identify trends and patterns.

Preferred: (Successful candidates will have):

• Demonstrated experience with web-based applications for study abroad, esp. Terra Dotta Systems (TDS).

• Demonstrated experience in restructuring internal workflow processes to align with College administration systems and federal regulations.
• Demonstrated experience communicating complex technical ideas to a non-technical audience.
• Experience studying abroad or living in another culture.

Knowledge, Skills, and Abilities (KSAs):

• Problem-solving skills to identify areas for process enhancement.
• Effective communication skills for sharing information with stakeholders, especially when presenting complex technical subject matter to a non-technical audience.
• Strong interpersonal and communication skills for effective collaboration.
• Excellent organizational skills to manage data, procedures, and training materials efficiently.
• Proficiency in database management, data collection and data analysis.
• Ability to develop and maintain system protocols and procedures.
• Capacity to coordinate knowledge management systems and document relevant processes and procedures.
• Ability to respond to day-to-day functional customer service issues promptly and effectively.
• Ability to collaborate positively and effectively with diverse work groups.
• Flexibility to adapt to changes in software systems, technologies, and university procedures.

GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times. Business or business casual attire and grooming is a must for this position.  

OTHER

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 College or division.  This is a 12 month, in-person and on-site position.

CLASSIFICATION AND STATUS: 

This is a non-exempt, hourly position.

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

APPROXIMATE PAY RANGE:

$25.00 - $27.00 PER HOUR

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).  Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose. 

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.  Duties and responsibilities can change and develop over time, accordingly the College reviews job description on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT:  Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work.  There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause.  The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490. All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.