Administrative Assistant #2224

Claremont, California
Mar 09, 2017
Institution Type
Four-Year Institution


This position is responsible for a broad range of administrative and clerical support to faculty and staff of the W.M. Keck Science Department.



Reporting to Program Administrator, performs or works independently/collaboratively to perform the following essential duties and responsibilities:

Coordinates faculty searches; creates and maintains databases while performing all Workday Accounting for the Department; handles all aspects of the departmental petty cash; creates and authorizes Ad Hoc reimbursements and payments; prepares internal purchase orders for the Department accounts and maintains records of payments; maintains an internal database for Keck research grant reporting; authorizes and maintains all expenses within faculty IFA and start-up accounts; post award reconciliation for all Keck Science federal grant financial reporting; maintains and performs monthly reconciliations on 32 CMC and 3 Scripps purchase cards; maintains records of student summer research funding; maintains records of student thesis expenses.

Performs other essential duties and tasks specific to the position.


Any combination of education, training and/or experience equivalent to High School Diploma or GED that provides the required knowledge, skills and ability.

A minimum of 3 years of office experience is required.  Some accounting experience is preferred. 

A valid driver’s license 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.

Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, phone, and customer service skills.  Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.

Requires knowledge of Microsoft Office (Word, Excel, Powerpoint, Publisher and Outlook). The use of Excel spreadsheets is required.

Experience in basic accounting is preferred.

Must have ability to multi-task and work independently.


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 needs of the College or division.  This is a 12 month position.
This is a non-exempt position.
This is a regular full-time position.
This is a benefits-eligible position.
IPEDS Category Job Code:    Clerical/Secretarial

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.

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