Job Posting Title:
Administrative Coordinator, School of Pharmacy
Job Description:
Position Overview:
The Administrative Coordinator will perform various functions to assist the School of Pharmacy Dean and the School of Pharmacy 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:
High School diploma with at least 1- 2 years of experience directly related to the duties and responsibilities. An associate degree and previous experience in office administration within higher education is preferred. An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the duties of the position may be considered.
Essential Functions and Responsibilities: Individuals must possess knowledge, skills and abilities to successfully perform the essential function 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.
Responsible for providing clerical and office support to the Dean and the program director(s); making travel arrangements; scheduling meetings; managing calendars; organizing meeting preparatory materials; and recording and transcribing meeting minutes as required.
Prepare documents, including memos, letters, reports, etc.
Work with the Dean on the development and coordination of the School's Academic Calendar, including the schedule of courses.
Coordinate with the Dean on adjunct hiring/onboarding.
Work with the Dean and Program Directors to coordinate curricular changes and annual program assessment activities.
Schedule appointments and maintain calendars, schedules, facilities usage, events, and/or travel arrangements, as required.
Process reimbursements and invoices
Coordinate various event logistics (e.g., RSVP for guest speakers, seminars, presentations, ordering meals, picking up meals and supplies, and set-up).
Facilitate sign-ups and coordination of co-curricular activities.
Prepare agendas and meeting minutes.
Organize and take minutes at faculty meetings within the School of Pharmacy.
Provide and/or oversee support activities for the department, such as assisting and resolving visitors' problems and inquiries, reviewing and controlling incoming and outgoing correspondence, and following up on operational commitments.
Assist in administrative problem-solving, program/project planning, development, and execution of stated goals and objectives.
Coordinate with the other administrative support staff on office duties and special projects, ensuring that services are provided in a professional and responsive manner.
Work on other projects and tasks as assigned by the Dean and program director(s).
Other duties as assigned.
Required Knowledge, Skills and Abilities : Individuals must possess knowledge, skills and abilities to successfully perform the essential function 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.
Strong work ethic and team-based approach to working in a high-volume environment.
Positive, welcoming personality with demonstrated customer service experience.
Ability to work comfortably, respectfully, and competently with people of diverse backgrounds.
Available for occasional work on evenings and weekends, as event schedules may require.
Hours, Classification, and Status:
This is a staff, full-time, benefits-eligible, non-exempt position.
The regular hours of this position are Monday-Friday, 8:00 am-5:00 pm. Hours will vary due to the needs of the Institute or department.
Salary range: $25.00 - $28.00 an hour. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, education, specialty, and training. Selected candidates will be offered a starting salary based on years of aligned experience and any specialized training or certifications (if preferred for the position). All offers will be made within the posted pay range and are not eligible for negotiation above the maximum. Our institute is deeply committed to equity and thus maintains a no-negotiation policy.
KGI offers a comprehensive compensation and benefit package. To learn more, visit https://services.claremont.edu/benefits-administration/
Physical and Mental Requirements
Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity 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.
Ability to travel locally as needed to meet business requirements, which may include driving or other modes of transportation. Occasionally, will be required to stand for prolonged periods of time at activities/events on and off-campus.
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 upload a letter of interest, resume, and three professional references (a manager, a direct report, if applicable, and a coworker).
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.
Employment Eligibility:
Applicants must be authorized to work in the United States on a full-time basis without employer sponsorship. No visa sponsorship is available from Keck Graduate Institute.
KGI is a participating employer in E-Verify and uses the system to confirm the employment eligibility of all newly hired employees as required by federal law. For more information about E-Verify, please visit www.e-verify.gov .
