Engineering Program Coordinator

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Job Posting Title:

Engineering Program Coordinator

Job Description:

Title of Job: Engineering Program Coordinator

POSITION SUMMARY:

The Engineering Program Coordinator is the main point of contact for faculty in all matters related to academic programming and faculty support. The Engineering Program Coordinator coordinates faculty requests, infrastructure upgrades, supports travel, and plans and manages department events throughout the academic year. The Engineering Program Coordinator reports to the Engineering Department Senior Manager.

DUTIES AND RESPONSIBILITIES:

General Academic Programming and Faculty Support:

• •Manage departmental communications. Includes responding to routine correspondence (e.g., calls, emails to the department) and interfacing with other departments on campus and external organizations.
• •Manage departmental spaces and operations. Includes maintaining printers and supplies, ordering and stocking supplies, and organizing and maintaining the Engineering general access areas that include, but are not limited to, the copy room, student lounge, staff kitchen, mailboxes, main hallway, and storage spaces.
• •Support faculty in course and departmental work, including printing and copying, making room reservations, collecting Claremont Cash for kit distribution, and organizing course-related events.
• •Support faculty searches, including advertising, application platform, travel, scheduling, reimbursement, hosting candidates, and communication with candidates.
• •Manage student petitions process, including record keeping..
• •Assist with onboarding new faculty, including preparing their office, facilitating office moves, getting their ID/keys, showing them how to order computers, supplies, etc.
• •Upkeep of the department directory and emergency information.
• •Assist with developing requests for proposals, requests for information, or invitations to bid from the procurement of products and services needed by the Engineering department.
• •Learn new software as necessary for purchasing, approvals, travel, database creation/management, and accounting.
• •Updating the department information including, but not limited to, the department website, Engineering majors posters, and hallway displays.

Travel Support:

• •Arrange and book arrangements for research, Clinic, Engineering student clubs, and other departmental travel.
• •Process purchase orders, and purchases on the departmental purchase card. Provide backup support for the Engineering Staff Accountant as needed. Interface with the Business Affairs Office (BAO) as appropriate.

Departmental Event Support:

• •Manage calendar, reserve locations, order food, submit work orders to F&M, arrange refreshments with Dining Services or outside vendors, arrange AV needs with Computing and Information Services (CIS), prepare materials, and handle travel logistics for guests for departmental events.
• •Select, order, prepare, and distribute gifts and certificates for Engineering events when needed.
• •Support workplace emergency preparedness fire drills for the second floor of Parsons.
• •Photograph department events.

Purchasing and Package Management:

• •Review all requests and purchase orders to ensure accuracy, compliance with College policy and verify approval. Purchase items for Engineering students, faculty, and staff using the College purchase card and the purchase order (PO) process for items over $5,000.
• •Develop and maintain vendor relationships; solicit verbal and written quotations for products and services; act as the liaison between vendors and department constituents; and rectify invoice inconsistencies with vendors and the Department Staff Accountant.
• •Enter purchases and reconcile purchases in the appropriate software.
• •Monitor purchases and track deliveries through receipt; compare invoices with products/services received and reconcile discrepancies.
• •Enter shipping information in appropriate software. Monitor shipment progress and follow up with vendors and/or the relevant faculty, staff, or student when shipment is delayed, partially fulfilled, or unable to be fulfilled to determine next steps.
• •Ensure compliance with all College and Department purchasing policies and consult with Business Affairs staff as needed.
• •Orient faculty, staff and students to procedures for submitting purchasing requests and respond to inquiries regarding purchasing and other department procedures.
• •Maintain records and files necessary for the collection and retention of data regarding purchases; ensure that records and files are clearly tied in the relevant software to purchasing, inventory, etc. and are accessible to the orderer and relevant Engineering staff.

Infrastructure Support:

• •Coordinate infrastructure upgrades, including obtaining estimates, sourcing items, working with contractors and Facilities and Maintenance, and monitoring progress and outcome of upgrades.
• •Submit work orders for repairs, etc. needed in departmental spaces and monitor work order progress.
• •Processing infrastructure-related invoices with suppliers or service providers.
• •Perform other duties as assigned.

REQUIRED QUALIFICATIONS

Education and Experience:

• •Education: Graduation from high school with extensive courses beyond high school equivalent to one or two years of college or business school. Bachelor’s degree preferred.
• •Experience: Three years of increasingly responsible related experience. Experience with, or ability and willingness to learn, basic aspects of technical and accounting software.
• •Licenses/Certifications: Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.

Knowledge, Skills, and Abilities:

Individuals 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.

• •Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• •Thorough knowledge of English grammar, spelling and punctuation.
• •Ability to interpret, communicate and apply policies and procedures. Working knowledge of or ability to quickly learn College infrastructure, policies and procedures.
• •Demonstrated ability to maintain a high degree of confidentiality.
• •Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines, as well as the ability to complete long-term projects.
• •Computer skills (Mac and PC) and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, forms, on-line systems, Internet as well as online calendaring and email.
• •Ability to adapt to new software for purchasing, approvals, database creation/management, and accounting as needed.
• •Ability to recognize and prioritize opportunities to improve program functions. Requires use of independent judgment.
• •Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• •Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• •Knowledge of basic business mathematics and accounting procedures. Technical ability to maintain multiple accounts, monitor purchase agreements, contracts,