Administrative Assistant, Office of the President
Claremont McKenna College

Equal Opportunity and Nondiscrimination Statement                                    In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.Location:Claremont, CAJob Posting Title:Administrative Assistant, Office of the PresidentJob Details and Requirement:

BASIC FUNCTION:

This position helps coordinate administrative and clerical tasks for the Office of the President and supports special projects and events. The successful candidate will be comfortable working in a fast-paced environment with regular interruptions, organized and detail-oriented, and able to communicate effectively within a timely manner to various stakeholders across the College. This position reports directly to the Special Assistant to the President.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

The Administrative Assistant works independently and collaboratively to perform the following essential duties and responsibilities:

• Work closely with the Special Assistant to the President to draft communications and memorandums, schedule meetings, and coordinate various special projects and events.

• Communicate regularly with on- and off-campus partners on meeting dates, meeting materials, reports, and other relevant information needed to support the Office of the President.

• Collaborate with campus partners to communicate procedures, maintain accurate data records, and overall support the initiatives of the Office of the President.

• Manage calendar and meeting requests assigned from the Special Assistant to the President and provide additional administrative support when needed.

• General administrative duties include managing data and drafting letters and emails, memoranda, Excel spreadsheets, agendas and meeting minutes, routine and non-routine reports, and other materials from finished and semi-finished source material. Proofread records, forms, letters and emails, and other materials.

• General clerical duties include answering telephone calls while exercising considerable judgment and discretion routing calls and taking messages; photocopying, assembling, shredding and distributing materials; preparing routine correspondence; metering mail; filing both digital and paper documents; and maintaining office supplies and office equipment maintenance.

• Responsible for organizing departmental budget information, budget transfers, travel reports, expense reports, etc. that are generated from the Office of the President.

• Assist with making travel arrangements, including airline and hotel reservations and arrangements for ground transportation. Prepare and distribute travel and appointment schedules and itineraries.

• At the direction of the Special Assistant to the President, support planning of events for the Office of the President, including coordinating with the Office of Events on approvals for invitations and event logistics, assisting with compiling of invitation lists and tracking of attendance, and maintaining the high-standard of the Office of the President through the event process.

• Review and manage room reservation requests for the Bauer Board Room and Trustee Board Room (Kravis #367), including entry of reservations into EMS (room management system), communications to reserving party, and coordination with Facilities and Campus Services and Information Technology Services on cleaning and maintenance of the rooms and equipment.

• Track and maintain key information for groups such as Trustees, donors, alumni, parents, and the President's Executive Cabinet.

• Maintain strict confidentiality of all constituent information and proprietary information concerning the College business functions.

• Superior organizational skills. Ability to organize and prioritize work to meet deadlines. Reliability in handling report materials and multiple tasks in a changing work environment.

• Perform other related duties as requested.

The successful candidate will also be able to perform the following essential functions:

• Regular attendance.

• Take and follow directions.

• Work cooperatively with others.

• Receive and respond appropriately to constructive criticism.

• Display a positive attitude and be proactive in welcoming guests to the Office of the President.

• Balance multiple tasks and priorities.

• Ability to practice good judgement in speaking and correspondence.

• Be interested in learning new skills.

• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

EDUCATION: Graduation from high school, with a preference for professional training or experience that provides the required knowledge, skills, and ability.

EXPERIENCE: Two to three years of increasing responsibility in an executive or administrative level of office support. Experience working in higher education or in an office with public awareness programs is preferred.

LICENSES: A valid driver's license or equivalent means of reliable transportation to off-site meetings and events is required.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: 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 knowledge skills and abilities.

• Word processing proficiency at a minimum of 60 WPM. Requires advanced knowledge of Microsoft Office software (Word, Excel and Outlook). Ability to create and materials using MS Power Point and Adobe Acrobat.

• Read and write legibly as well as follow written and verbal instructions in English. Spell accurately and have a strong familiarity with business writing procedures. Be able to compose written correspondence, memoranda, and reports from semi-finished source materials, including the creation of complex documents such as PDFs, Word, Excel and data charts. Maintain a high attention to detail, especially while proofreading submitted work for spelling and grammar errors.

• Superior organizational skills. Ability to be detail-oriented. Ability to organize and prioritize work to meet deadlines and to handle multiple tasks in a changing work environment. Reliability in handling report materials and organizing data.

• Ability to take and follow directions.

• Ability to work cooperatively with others.

• Ability to receive and respond appropriately to constructive criticism.

• Ability to display a positive attitude.

• Ability to multitask.

OTHER:

REQUIRED HOURS: The regular hours for this full-time position are 8:00 to 5:00 p.m., Monday through Friday. Overtime hours may be required as needed but must have prior approval of the supervisor. Work may include some evenings and weekends. Regular hours may vary due to needs of the College or division.

CLASSIFICATION AND STATUS: This is a non-exempt, regular, 12-month, full-time, benefits-eligible position, with flexibility for consideration for 10-month or 11-month

PAY RANGE:

$22.00 - $24.00 PER HOUR

PHYSICAL REQUIREMENTS: Light (up to 20 lbs.)

SUPERVISORY RESPONSIBILITY: None

GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed 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 1 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.

AT-WILL EMPLOYMENT: Employment with the College is "at-will" meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment advancement will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment advancement at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment advancement.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.Disability Accommodations                                                                                    In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual's disability.               An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC's discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.

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