Starting Salary: $17.12 (Minimum)

Closing Date: Open until filled.

Hours: Full-Time 37.5 hours per week with benefits

Location: Claremont Graduate University, Claremont, CA

To apply: Complete and submit application for Claremont Graduate University (Job Posting #791) at:  http://cgu.edu/pages/1183.asp


Job Description

The Program Coordinator provides senior level administrative support for the Getty Leadership Institute (www.cgu.edu/gli), which offers executive education programs for museum professionals.  Candidate should have a general interest in the visual arts or creative industries and the ability to meaningfully interact with a variety of faculty, students, alumni, staff, outside vendors, funders, VIPs, and global museum management professionals.

The Program Coordinator provides a broad range of general administrative and office management responsibilities; processes and tracks financial forms and supports administrative functions related to projects including accounting-related activities and detailed reporting; creates excel spreadsheets and keeps data input up-to-date to track expenses, facilitates and supports the Recruitment/Admission/Enrollment processes for GLI participants, works with faculty; assists with overall communications and data analysis; plans events, implements the standard policies and procedures of CGU; and manages front office.

Work hours are Monday-Friday (8:30am-5:00pm – 37.5 hours/week), with flexibility to meet time demands during peak program hours. Candidates should be flexible in their approach to work plans, able to work as part of a team with limited supervision and willing to accommodate seasonal program schedules.


General Administration/Office Management

  • Answer main phone and general office email and greets visitors. Ensure office is appropriately opened and secured at the end of each day.
  • Provide secretarial duties for Associate Director and Executive Director, including but not limited to drafting memos and meeting minutes, administrative reports, and standard correspondence. Follow-up on action items as necessary.
  • Order and maintain office supplies and equipment.
  • Maintain confidential program records in accordance with CGU standard policies and procedures. Assist with archiving materials and back-up for files as necessary.
  • Coordinate staff travel and conference calls.
  • Proofread outgoing materials.

Finance and Accounting

In a timely manner, and in compliance with CGU standard policies and procedures:

  • Process, distribute, and file finance forms such as request for check forms, journal transfers, and deposit forms and forward them to the Associate Director for approval. Ensure that bills are properly allocated to budget object codes. 
  • Process new vendor forms and work contracts for new faculty, contractors. Process vendor renewals. Follow up with individuals for appropriate paperwork as necessary.
  • Track project budgets including procurement of project related expenses and receipt of revenue.
  • Process and reconcile staff monthly P-card statements.


A.    Marketing/Admission:

  • Support the Associate Director with marketing and outreach efforts including social media, and the processing of participant enrollment for GLI programs.

B.     Student support and registration:

  • Produce, process, and track program registration materials and participant forms, acceptances, classroom/meeting materials, and communications.

C.    Faculty Support

  • Assist Associate Director with supporting GLI faculty including securing classrooms/audio/visual, supplies, materials, and other logistical program preparations for faculty.

Alumni Relations/Database Administration

Maintain contact databases and various email distribution lists. Generate reports on alumni as needed.

Event Planning

  • Secure room reservations, audio/visual, and other technical requirements for lectures, courses, and programs.
  • Oversee event planning for GLI programs with vendors; negotiate contracts.
  • Coordinate special visitors to campus such as VIPs, speakers, and visiting faculty.

Intradepartmental Liaison

  • Provide daily support between the program and other campus departments.


  • Perform other essential duties and tasks as necessary.


Bachelor’s Degree, preferably in Business Administration, with at least three years office/administrative experience and increasing responsibility or any combination of education and experience that provides the required knowledge, skills and abilities.  Preference will be given to applicants with evidence of strong work ethics, communication skills, initiative, and mastery of intermediate to advanced Microsoft Office and databases. Mastery of intermediate or advanced MS Office; ability to learn additional programs, including PeopleSoft, Hobsons Connect, and WordPress.  Project management and multi-tasking skills required.  Capacity for functioning effectively in a small team, and working skillfully with a variety of people (faculty, staff, students, and VIPs).  Familiarity with social media marketing a plus.