Assistant Director of Faculty Affairs

Job Posting Location:

Claremont, CA

Job Posting Title:

Job Description:

ABOUT POMONA COLLEGE: 

Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.

JOB PURPOSE: The Assistant Director for Faculty Affairs advances the College’s mission by providing administrative and programming support for faculty personnel and governance matters and by leading budget analysis for Academic Affairs. The Assistant Director collaborates with the Director of Faculty Affairs on faculty review procedures, data, and policy and is responsible for maintaining highly confidential, sensitive information with a high degree of organization and accuracy. The Assistant Director also coordinates faculty committee activities and events. The role will regularly assist division priorities with grant management and budget oversight through the preparation of financial narratives and visualizations. The position is primarily responsible for sensitive employment and budgetary information and is expected to work both independently and in collaboration with internal and external partners.

ESSENTIAL FUNCTIONS: Reporting to the Director of Faculty Affairs, the Assistant Director performs the following essential duties and responsibilities:

1. Collaborate closely with the Director of Faculty Affairs in oversight of faculty personnel and faculty governance matters.

• Provide administrative support to the College’s faculty reappointment, tenure and promotion review process and other faculty reviews, including department assessments, professional activities reports.
• Provide administrative support to faculty committees, including the Faculty Personnel Committee, Cabinet, and Executive Committee. Prepare and distribute materials, maintain digital archives of materials and minutes, and oversee all meeting logistics.
• Coordinate events and programs initiated by the Director of Faculty Affairs and Associate Dean for Diversity, Equity and Inclusion, including New Faculty Orientation, Department Chair Onboarding.
• In collaboration with the Office Operations Manager, provide support for Academic Affairs activities as needed.

2. Lead academic financial planning by providing detailed reports and analysis of operational budgets and gifts.

• Perform financial analyses by comparing actuals year-over-year, including variance analysis against financial plans to provide a narrative on historical and future financial outlook.
• Develop predictive financial models to support Dean’s Office decision making.
• Assist with the development of multi-year financial models, plans, reporting, and metrics for the division and suggest budgeting course correction as needed.
• Document Dean’s Office business processes and procedures.
• Assist in establishing and enforcing procurement and budgeting policies and procedures.

3. Assist with faculty data management, including data collection and reporting, in collaboration with the Director of Faculty Affairs, external partners, and with other staff members of the office of the Dean of the College.

• Oversee digital systems maintained by the division with a high degree of confidentiality, accuracy, consistency, and discretion, including Watermark Insights, Tableau, CX, SharePoint.
• Manage incoming data and reporting requests from external partners.
• Prepare internal reports in collaboration with the Office of Institutional Research.

4. Coordinate and assist with special projects/tasks/duties and provide other assistance as assigned.

QUALIFICATIONS:

• Education: Bachelor’s degree is required. Master’s degree in business administration, public administration, higher education administration, or related field is highly preferred.
• Experience: A minimum of five years of general office experience with increasing responsibility in coordinating and performing administrative processes is required. Experience in financial management and budget analysis is required. Experience working independently and taking initiative to identify, troubleshoot, and solve complex administrative problems and processes is required.

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 job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills, and abilities not listed below.

1. Interest in and commitment to being a collegial and supportive member of a collaborative office that values close working relationships with all members of the group.

2. Deploy professional skills in Academic Affairs, in collaboration with colleagues, to best promote the College’s strategic interests.

• Highly developed problem-solving and troubleshooting skills.
• Ability to work as a collaborative team member.
• Ability to make independent decisions and take initiative.
• Knowledge and understanding of academic organizations, policies, and procedures.

3. Demonstrate effective, accurate, and clear communication with excellent verbal, written, interpersonal, reading, phone, and customer service 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) and associated professional software (such as Watermark Insights, Tableau, CX CARS, Workday, 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 annual goals.

7. Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.

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. Regular hours may vary due to the needs of the College or division.

ADDITIONAL POSITION DETAILS: This position is a regular, full-time, exempt position, benefits eligible. Annual Salary for this position is between $70,304 and $76,000 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.

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.