Project Administrator, EnviroLab Asia - Position #2241
The Project Administrator will coordinate the logistics and implementation of the Henry Luce Foundation’s Luce Initiative on Asian Studies and the Environment (LIASE) grant program at the Claremont Colleges. This project, dubbed EnviroLab Asia, will build upon the Claremont Colleges’ existing programmatic and faculty connections to East Asia, and create programmatic structures that will help bridge the gap between Asian Studies and Environmental Studies. The Project Administrator is a grant-funded position who will manage reporting, logistics and communication during the Implementation Grant phase.
A joint venture of the Claremont undergraduate colleges, EnviroLab Asia seeks to create a venue for the production and sharing of new knowledge about Asia and the environmental challenges that characterize the region.
A successful Project Administrator will have experience in an academic/research setting, have some academic experience with Asian Studies and/or Environmental Studies, and be comfortable coordinating logistics for a project that spans five colleges, up to a dozen academic departments, and partnerships with universities and organizations in East Asia and Southeast Asia.
• Serves as primary contact for all activities related to Envirolab Asia.
• Coordinates logistical implementation of program activities.
• Works with the project Project Advisor Board, students, faculty, and staff across the Claremont Colleges
• Gathers and compiles grant-related information from the Offices of Foundation Relations, the Communications Offices, and the Business Offices at each of the five Claremont undergraduate Colleges, as well as other campus constituencies as needed.
• Schedules and attends all meetings of the Project Advisor Board, prepares and distributes meeting materials as needed, prepares project update reports, and takes detailed meeting minutes.
• Coordinates events related to Envirolab Asia: issues invitations, reserves rooms, arranges catering, makes travel arrangements for speakers, visiting artists, etc. This may involve occasional evening hours.
• Coordinates the publicity, communication and outreach to campus constituencies, especially students, as well as the wider public, in coordination with the Steering Committee, academic units, and the Communications Offices.
• Arranges annual conference and works with Environmental Analysis and Asian Studies faculty to organize a symposium aligned with EnviroLab Asia.
• Collects and maintains data relevant to grant assessment (e.g., event attendance, student participation, student focus groups, faculty collaboration, etc.); processes reimbursements and keeps detailed grant accounts.
• Prepares annual and final financial and narrative reports in collaboration with the Offices of Foundation and Corporate Relations, the Business Offices, and the Academic Dean’s Offices.
• Exercise judgment in evaluating and assigning students to research stipends and positions as part of EnviroLab Asia
• Monitor grant project’s goals and deliverables and keep faculty apprised on progress to ensure that project is on track to meet stated goals and objectives.
• Coordinate with faculty and staff across the College’s departments to obtain and synthesize information for narrative and financial reports.
• Ensure submission of reports to foundations and corporations in a timely manner to meet grant reporting content and deadline requirements.
• Compose correspondence for signature by the Presidents and other senior administrators.
Other Responsibilities: Other duties as requested
Education: Bachelor’s degree or equivalent combination of relevant education and experience required. Master’s degree or higher with degree or coursework in Asian Studies and/or Environmental Studies preferred.
Experience: A minimum of 3 years of relevant experience in program administration, grant administration, and/or event coordination, preferably in an academic context.
Required Knowledge, Skills, and Abilities: Individual must possess the 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.
• Exceptional professional writing, editing, analytical, and research skills.
• Excellent communication skills and ability to gather and synthesize information from various College academic departments.
• Use strong organizational and time management skills to complete work with accuracy and a keen attention to detail.
• Strong commitment to meeting deadlines and submitting reports and proposals on schedule.
• Ability to interface professionally with administrators, faculty, and students.
• Excellent organizational skills, an ability to work independently with minimal direction, and an ability to work well with others.
• Proficiency in use of database and word processing systems.
• Excellent research skills.
• Ability to travel as needed.
• Ability and experience working with faculty, students and staff across the world, particularly in Asia, bridging time zones and cultural barriers
• Preference for candidates with Asian language proficiency
• Preference for candidates with experience working in East and Southeast Asia and contacts in the region
Licenses: A valid driver’s license is required.
Grooming and Appearance: Claremont McKenna College seeks to maintain a neat and professional image at all times.
Hours: This is a full-time position. The regular hours for this position will generally fall between 8:00 a.m. to 5:00 p.m., Monday to Friday on a variable schedule to be determined in conjunction with the Project Director. Hours may vary due to needs of the College or department.
Classification and Status: This is a full-time, 12 month position, non-exempt position.
Supervisory Responsibility: None
Reports To: EnviroLab Asia Primary Investigator
Other: The successful candidate will be required to undergo a full consumer background check. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.
Terms: This job description defines the essential or fundamental job duties of the employment function. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk or substantial harm to the health of themselves or others.
It also may include marginal functions, generally defined within Title I of the Americans with Disabilities Act.