Writing Center Coordinator Job at Pitzer College
Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.
Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click
here
to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews.
Location:
Claremont, CA
Job Posting Title:
Writing Center Coordinator
Job Details and Requirement:
GENERAL DESCRIPTION
This position provides a broad range of administrative support to the Pitzer College Writing Center staff, including the Director, Assistant Director, and 31 student employees. The position also provides general secretarial, clerical, financial, and office management support for the daily operations of the center. Discretion and confidentiality are required in handling materials containing sensitive information. Exceptional interpersonal skills, and attention to detail and professionalism are critical for this position.
ESSENTIAL FUNCTIONS
General Administrative Support: Perform various general administrative and clerical duties including, but not limited to:
Serve as a point-of-contact for internal and external inquiries by phone, email, and in person. Greet campus visitors, direct them to the appropriate Writing Center personnel, and respond to general inquiries using knowledge of the program and the College’s policies and procedures.- Maintain orderly and professional appearance of the Writing Center, offices, waiting room, and consultation spaces.
- Order and maintain all office supplies, equipment, and additional purchases for events, workshops, meetings, and all other expenses.
- Maintain office subscriptions and periodicals. Ensure accuracy on all associated billing accounts.
- Create marketing and promotional materials to advertise the Writing Center, events, workshops, drop-in hours, Writing Wagon (pop-up Writing Center consultations around campus), and all other communication materials such as community newsletters. Update and maintain the program’s webpage.
- Provide administrative and logistical support for events and meetings, including the responsibility for all space, audio-visual and catering arrangements, communications, and preparation, printing and distributing materials; and may take minutes at meetings, and/or provide other support.
- Provide administrative assistance to the Director and the Assistant Director.
- Support special projects and tasks as assigned by the Director and Assistant Director.
Finance Support: Provide routine and general support for budgetary items, including:
- Requests for Checks (RFCs) to various vendors and guest speakers in the Workday system.
- Expense reports in Workday for staff reimbursements and purchasing card reconciliations.
- Monitor the Writing Center budget to control for expenditures within established guidelines and maintain detailed tracking of all student wages, operating expenses, and additional funding to support racial justice initiatives and 5C collaborations.
- Create reports, spreadsheets, graphs/charts, and other documents.
Supervisory Responsibility: Provide general support to the student employees, the Writing Fellows, including:
- Approving and signing off student time sheets.
- Reviewing the completion of client reports through the WCOnline scheduling system and reminding Fellows to complete their reports.
- Distribute and collect completed hiring paperwork for the Fall and Spring semester for all returning Writing Fellows.
- Compile and distribute student exit surveys for the purposes of training and mentorship for the Writing Fellows.
Work Hours: This is a temporary role from January 6th, 2023-March 30th, 2023 with the possibility of an extension. The traditional hours for this position have been 8:00 am to 5:00 pm, Monday through Friday. Some evenings and weekend hours may be required. Since the Writing Center is open for many hours during the week, it is possible to arrange a flexible work schedule to facilitate work-life balance.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
The 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 skills and abilities.
- Professional demeanor and superior communication skills are important in this position to effectively manage inquiries and requests from internal and external constituents, including senior administrator, faculty, staff, and students. Exercise good judgment, tact, maturity, strict confidentiality, and initiative in addressing inquiries and requests.
- Outstanding written and verbal communication skills in English. Professional and confident telephone presence and the ability to channel email requests and inquiries appropriately and in a timely manner.
- Ability to coordinate and prioritize multiple concurrent projects, bring them to completion by the established deadlines and meeting expectations, while accommodating frequent interruptions.
- Solid arithmetic skills and ability to work with budgets and manage accounts.
- Strong data entry and typing skills.
- Strong attention to detail and adherence to accuracy.
- Strong logical and analytical skills. Demonstrates initiative and ability to problem-solve and anticipate the needs of the supervisors and the office.
- Punctuality and dependability are critical requirements for this position.
- Strong ability to work with PC-based, business computer software programs and information systems, including:
- Recent versions of the Microsoft Office Suite: Word, Excel, and Outlook.
- Recent versions of Adobe Acrobat
- Knowledge of, or the ability to learn within a few weeks to use Workday Financials, Kronos, WCOnline, and Qualtrics.
- Ability to be proactive and work independently, and collaboratively as part of a team.
- Ability to work effectively and congenially with a diverse group of faculty, staff, and students.
- Ability to work with confidential information and records.
Education: Any combination of required knowledge, skills and abilities needed to successfully perform the duties of the position. A bachelor’s degree from an accredited institution is desirable.
Experience: Minimum of one year of office management, administrative support, and clerical experience, ideally within higher education.
Preferred experience: At least one year of experience working in a writing center, academic success center, mentoring program, and/or with adult English language learners is highly desirable.
Licenses/Certifications: None
Working Environment: Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Work involves interaction with employees and students by phone, electronic communications, and in-person. Will occasionally work outdoors for events and activities.
Physical Requirements: This is generally a sedentary position. Must be able to:
- Sit for prolonged periods of time.
- Operate a computer for prolonged periods of time.
- Communicate with others by email, in person and over the telephone.
- Read printed materials and a computer screen.
- Have the mobility to work in a standard office setting and use standard office equipment.
- Assist with the set-up and teardown of event tables, signage and other materials, which requires light walking, climbing, reaching out, reaching overhead, grasping, pulling, pushing, stooping, bending, twisting and lifting up to 40 pounds from the ground to waist level without assistance.
- Stand for prolonged periods of time to attend, assist with and participate in events and activities.
- Have the stamina to manage a high-volume workload in a semi-fast-paced work environment
- Perform the activities listed above
Review of applications will commence immediately.
Instructions: Only qualified applicants please.
Application Materials: Upload the following materials to complete your application:
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Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.
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Resume: List relevant qualifications and dates of experience.
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Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).
Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties 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. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties 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. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.
Covid-19 Vaccination
Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.
Equal Employment Opportunity and Non-Discrimination
Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.
Safety Report
In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.
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