Administrative Coordinator, Office of Experiential Education at Keck Graduate Institute

Administrative Coordinator, Office of Experiential Education

The Administrative Coordinator will support the Office of Experiential Education within the School of Pharmacy by managing and facilitating various academic and administrative tasks. This position involves overseeing daily operations to ensure the smooth functioning of the office, coordinating and organizing experiential education activities, and providing essential support to faculty, staff, and students. The Coordinator will be responsible for maintaining records, handling communications, and assisting with implementing programs and events that enhance the educational experience.

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.

Associate's Degree is required, in addition to at least 1- 2 years of experience directly related to the duties and responsibilities. A Bachelor's degree and previous experience in office administration within higher education is preferred.

Individuals must possess knowledge, skills, and abilities to successfully perform the essential functions 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.

• Provide clerical and office support, including typing, filing, phone work, mass mailings, data gathering, and database entry work as assigned.
• Prepare documents, including memos, letters, web pages, reports, etc., independently, from dictation, rough draft, or by directive.
• Maintain confidential files for faculty and students.
• Work with the Clinical Coordinator and Director of Experiential Education to maintain up-to-date records of affiliation agreements and clinical sites.
• Work with the Clinical Coordinator and Director of Experiential Education to prepare assessment and accreditation materials, as well as communicate with clinical sites.
• 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, and set-up).
• Prepare agendas and meeting minutes for the Experiential Education Committee.
• Provide and/or oversee support activities for the Office of Experiential Education, such as assisting and resolving visitors' problems and inquiries, reviewing and controlling incoming and outgoing correspondence, and following up on operational commitments.
• Assist the Clinical Coordinator with IPPE onboarding, Canvas assignments, and progression tracking.
• 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 services are provided professionally and responsively.
• Work on projects as assigned by the Director of Experiential Education.

Individuals must possess knowledge, skills, and abilities to successfully perform the essential functions 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.

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

The regular hours of this position are Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary due to the needs of the College or department.

Hourly range: $25.00 - $27.00. The salary of the finalist(s) selected for this role will be set based on various factors, including, but not limited to, internal equity, experience, education, specialty, and training.

Keck Graduate Institute has implemented a SARS-CoV-2 (COVID-19) and Influenza Vaccination Program covering all employees and students. Employees must submit proof of vaccination, an Institute-approved exception, or deferral to comply with the policy.

Ability to maintain good concentration level while dealing with interruptions; attention to detail 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 is 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. Occasionally, will be required to stand for prolonged periods of time at activities/events on and off-campus. Ability to drive locally and travel by airplane nationally, up to 25%. May require overnight stays.

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. Minority candidates are strongly encouraged to apply.

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. KGI strongly encourages candidates from underrepresented groups to apply.