Administrative Assistant - The Children's School

Claremont, California
Feb 24, 2017
Institution Type
Four-Year Institution

BASIC FUNCTION:   Under general supervision, this position is responsible for providing a broad range of administrative, clerical and bookkeeping services to all members of The Children’s School community.



Reporting to the Director of the Children’s School, works independently/collaboratively to perform the following essential duties and responsibilities:

  1. Serves as a major and positive liaison between the school office and all school families, the college community and the community at large.
  2. Organizes and manages the school office, maintaining a sense of order, graciousness, consistency and accountability.
  3. Answers promptly and courteously all telephone calls and emails that come into the school office, referring to the Director and teachers any pertinent information, messages or requests.
  4. Works with prospective parents to maintain waiting lists of children and contacts parents as openings become available.
  5. Maintains complete and accurate files for all children, teachers and college students.
  6. Assumes responsibility for the processing of all accounts payable using Workday software, for tuition billing and for the accurate record keeping of tuition and other school accounts using Quickbooks.  Makes deposits to CUC Financial Services.
  7. Works with the various financial aid offices of The Claremont Colleges to arrange for the hiring of work study students.  Schedules all work study students, lab students and volunteers when they have met the state requirements for working at the School.
  8. Organizes and implements the process of Pre-Registration, preparing, distributing, receiving and recording all forms.
  9. Uses Microsoft Office, including Word, Outlook and Excel, to generate correspondences, forms and reports.
  10. Communicates often with families, staff and college students using email distribution lists.
  11. Maintains confidential records on all staff, including livescan fingerprinting, DOJ clearance, first aid and CPR training, health clearance, TB clearance, immunization documentation, pesticide training, educational transcripts, and continuing education certificates.
  12. Assists the Director with communications and compliance with the State of California Community Care Licensing Division.
  13. Maintains confidential records for all enrolled children, making sure the children’s files meet all state licensing requirements.
  14. Verifies that all enrolled children meet current state immunization requirements.
  15. Generates reports to state agencies when required, including, but not limited to, immunization records and demographics.
  16. Manages the School’s Facebook page, which was created to improve communication with our school families, alumni families, and the larger community.
  17. Assists in marketing the School.
  18. Requests website updates when necessary.
  19. Becomes a member of the CMC Safety Committee, as a safety coordinator, and the CMC Incident Management Team, along with the Director.
  20. Reconciles the Wells Fargo purchase cards of the Director and head teachers.
  21. Assists the Director with management of the School’s annual budget, timesheet and payroll issues for the staff and management of her calendar.
  22. Creates and maintains the School’s annual calendar.
  23. Assists the Director with management of job postings, applications and interviews.
  24. Manages alumni contact information, corresponding with them using email distribution lists.
  25. Orders supplies and maintains office equipment.
  26. Generates work orders for school repairs when necessary.
  27. Provides administrative support for the Director, teachers and parents of the School.
  28. Performs any and all other essential duties specific to the position or assigned by the Director.


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 skills and abilities.

  • Ability to be direct, sensitive and mature in order to relate effectively to both children and adults.
  • Familiarity with and endorsement of a developmental approach to the education of young children. 
  • Ability to operate computers with proficient knowledge of Microsoft Office software (such as Word, Excel and Outlook), associated professional software (such as Workday and QuickBooks) and experience with maintaining departmental social media accounts. Ability to merge documents. 
  • Fluency in English and a demonstration of effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, customer service and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees.  Ability to follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
  • Ability to use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.
  • Ability to problem solve in a fast paced and multitask environment.
  • Knowledge of basic marketing principles.
  • Ability to create supplier invoices and record cash sales in Workday.
  • Ability to use QuickBooks for billing and financial record-keeping.


EDUCATION:  High School Diploma, GED or equivalent combination of education and experience is required.

EXPERIENCE:  The successful candidate will have a combination of education, training and experience that provides the required knowledge, skill and ability.  

LICENSES:  A valid driver’s license is required and the ability to be insurable under the colleges authorized driver’s policy.


HOURS:   The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday, September – July. Work hours at the end of August may be required to prepare for the new school year.

CLASSIFICATION AND STATUS:  This is a regular, 11-month, non-exempt level, benefits-eligible position.

SUPERVISORY RESPONSIBILITY:   Hires, supervises and approves timesheets for 25-60 work students per semester. This includes work-study students, interns and volunteers.

REPORTS TO: The Director of the Children’s School

IPEDS Category Job Code:    43-0000 Office and Administrative Support Occupations

Physical Requirements:           Sedentary (up to 10 lbs.)

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 and present Livescan Criminal Background Clearance.  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.

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