Administrative Coordinator for Experiential Learning Programs, Fellowships, & Career Advising

Position Title:                               Administrative Coordinator for Experiential Learning Programs, Fellowships, & Career Advising

Division/Department/Section:    Student Affairs / Career Development Office

Reports to Supervisor:                 Assistant Dean & Deputy Director of the Career Development Office

Salary Grade:                                9                                                                                   

FLSA:                                             Non-Exempt

Classification:                               Full-Time (40 hours per week), benefits eligible

Physical Class:                              Light (up to 20 lbs.)

Date of Last Revision:                  August 31, 2026 

JOB PURPOSE: 

The Administrative Coordinator for Experiential Learning Programs, Fellowships, & Career Advising will provide administrative services for the office. This position primarily involves offering administrative and clerical support in several areas within the Career Development Office (CDO): experiential learning programs (30% of the role),fellowships (30% of the role), career advising and programming (15% of the role), and general office functions (10% of the role). The Administrative Coordinator will manage various tasks to ensure smooth operations, including scheduling appointments, organizing events, maintaining records, and facilitating communication between departments. In addition, the Administrative Coordinator will serve as a member of the Peer Advisor team and provide administrative support for the program (15% of role) in collaboration with the Career Advisor.  This role requires strong organizational skills, attention to detail, and the ability to handle multiple responsibilities simultaneously and effectively.   

This position will provide administrative and operational support for Experiential Learning programs (30%) such as the Pomona College Internship Program (PCIP) and the CDO’s Smart Start program by performing the following:

1. Support the Assistant Director, Experiential Learning and Career Advising by handling funding inquiries and dispersing funding.
2. Manage communications for funding programs; update web-based information. 
3. Manage gifts and ensure that funding is allocated.
4. Manage funding data information and curate data for reporting purposes.
5. Receive and distribute other funding requests that are (will be in the future) handled by the CDO.
6. Support the Coordinators of the Smart Start program by corresponding with participants, updating program materials (including the website), managing the Canva site, handling the budget, and other functions as necessary.
7.  Ensure smooth logistical operations of the on-campus component of the program by scheduling, rooms, AV equipment, food, etc.
8. Lead the handling of travel logistics for the off-campus component of the program (transportation, lodging, food, etc.).  
9. Provide administrative support for all experiential learning career treks.

This position will provide administrative support for Fellowship advising operations (30%) by performing the following:

• Coordinate scheduling of fellowships events, meetings, and interview sessions, including posting events in Handshake, room reservations, and catering. 
• Collect, collate, and distribute fellowship applicant files, using Outlook, Sakai, SurveyMonkey Apply, and various fellowships application platforms. 
• Coordinate the on-campus review process for Fulbright applicants. 
  • Upload Campus Committee Evaluations to the Fulbright application portal.  
• Process travel and other payments for the Pomona-Downing and Downing-Pomona scholars.  
• Maintain organized and efficient storage of electronic files on internal Fellowships drives. 
• Assist with maintenance of Fellowships Advising webpages. 
• Organize presentations by visitors from fellowships foundations. 

This position supports the CDO’s Peer Advisor Program (15%) by performing the following:

1. In collaboration with the CDO’s Career Advisor, assist with the recruiting, selection, and management of a group of student ambassadors.
2. With the CDO’s Career Advisor, jointly identify the needs and provide training for Peer Advisors to effectively perform administrative duties and ensure efficient office operations.
3. Provide leadership, supervision, and oversight of students as they perform front desk operations.
4. Give regular feedback to the Peer Advisors related to front desk responsibilities and support them with their skill development.
5. Manage peer advisor scheduling and payroll.

This position supports Career Advising & Education (15%) by performing the following: 

1. Enter events into Handshake, record attendance, and administer/collect evaluations.
2. Create and disseminate listserv information. 
3. Provide support with event logistics. 
4. Create student engagement reports on a semester and annual basis, and provide updates, as needed.
5. Serve on the CDO Communications Team by supporting efforts to promote career programming and co-lead website updates.

This position will support all CDO functions and programs/services (10%) by performing the following:

1. Oversee front desk coverage to ensure CDO is a welcoming space for externals, students and colleagues; meet and greet visitors, students, faculty and staff and field general questions.
2. Assist with program/event logistics such as setup, in-program assistance, and breakdown.
3. Serve as back-up to other administrative staff for front office functions.
4. Attend required (as designated by supervisor) CDO programs/events.
5. Assist with management of phone and email inquiries made to the CDO and refer to appropriate CDO staff member.
6. Provide administrative support for other specific programs as identified by office need.
7. Participate in CDO and College special events (orientation, Open House, Family Weekend, Career Fairs…)

QUALIFICATIONS:

• Education: Bachelor’s degree in business administration or liberal arts is preferred, or equivalent combination of education and experience.
• Experience: A minimum of 2 years of administrative experience with increasing responsibility is preferred. At least 2 years of experience at an academic institution is preferred. At least 2 years of data collection and analysis experience preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS: 

This position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below.

1. Deploy professional skills in office management, in collaboration with colleagues to best promote the College’s strategic interests.
   1. Able to exercise good judgment with limited guidance.
   2. Possess a friendly demeanor that creates a welcoming environment for visitors.
   3. Possess a professional and flexible demeanor that thrives in an intense, deadline-filled environment, where multi-tasking under pressure is essential.
   4. Provide good customer service to students, employers, staff, and faculty through a positive attitude, listening to needs, and following up as promised.
   5. Able to collaborate effectively with all constituents (faculty, staff, colleagues, students, employers) with a good sense of humor, team spirit and positive attitude.
   6. Knowledgeable of how to supervise and work with students in a liberal arts setting.
   7. Knowledgeable about CDO resources. 
   8. Able to work well on a variety of projects with a strong team orientation.
   9. Able to manage and prioritize high levels of email correspondence.
2. Must understand and communicate the mission, history and curriculum of the College’s liberal arts environment.
3. Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, and phone skills. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
4. Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook, Publisher, PowerPoint) and associated professional software (such as Handshake, recruiting systems, Internet research, menu-driven databases). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.
5. Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
6. Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s/department’s annual goals.
7. Use exceptional organizational, administrative and time management skills to complete work with accuracy and a keen attention to detail in a fast-paced environment with constant interruption.
8. Operate the College’s vehicles safely for campus-related work and meet all insurance-related requirements.

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.

ADA/OSHA: This job description defines the essential job duties of this position.  The College expects 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 (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.