Administrative Assistant - Office of Institute Relations and Office of Leadership Giving #2252

Location
Claremont, California
Posted
May 31, 2017
Institution Type
Four-Year Institution

BASIC FUNCTION:

The administrative assistant position will perform a broad range of administrative and clerical duties in support of the Assistant Director of Institute Relations and Leadership Giving Officers. The incumbent should be comfortable working in a fast-paced environment with regular interruptions.  Work involves knowledge of the College policies and procedures, the Development organization, and requires a high level of critical thinking and confidentiality.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

Reporting to the Assistant Director of Institute Relations and Associate Director of Leadership Giving, performs or works independently/collaboratively to perform the following essential duties and responsibilities:

  1. General administrative and clerical duties including creating letters, memoranda, Excel spreadsheet reports, and other material from finished and semi-finished source material. Proofread records, forms, letters, and other material.
  2. Communicate regularly with Institute Directors and Institute support staff to receive meeting dates, keep current with special institute dates, acquire annual reports, and obtain other relevant information about Institutes that assist with Institute Relations.
  3. Responsible for organizing departmental budget information, and for managing the RFCs, budget transfers, travel reports, expense reports, etc. that are generated from the Institute Relations Office and Leadership Giving Officers.
  4. Assist with making travel arrangements, including airline and hotel reservations, and arrangements for airport transit. Prepare and distribute travel and appointment schedules and itineraries. 
  5. Maintain strict confidentiality of all constituent information and proprietary information concerning the Development office and College business.
  6. Within general procedures established by supervisor, exercise discretion in responding to routine and non-routine questions regarding donor prospects, mailings, and other internal and external questions concerning Development activities.
  7. Answer telephone calls, exercising considerable judgment and discretion routing calls and taking messages. Schedule appointments and keep appointment calendars for the Assistant Director of Institute Relations and Leadership Giving staff. Clerical duties include photocopying, assembling, shredding and distributing materials; preparing routine correspondence; metering mail; and filing both digital and paper documents.
  8. Manage data and independently compile and prepare routine and non-routine reports, correspondence, agendas, minutes, and other Development-related documents according to specific objectives of the offices of Institute Relations and Leadership Giving.
  9. Ability to learn, adapt to, and master the Claremont McKenna College constituent database, Raiser’s Edge, and associated programs: Blackbaud Net Community, PaperSave, Blackbaud’s Business Intelligence and Workday Financial. Superior organizational skills.  Ability to organize and prioritize work to meet deadlines. Reliability in handling report materials and ability to handle multiple tasks in a changing work environment. Assist with special projects to aid the fundraising effort of the offices of Institute Relations and Leadership Giving and participate in the culture of shared responsibility for general building wide duties.
  10. Perform other related duties as requested.

QUALIFICATION STANDARDS:

EDUCATION: 

Graduation from high school with a minimum of one year of college or business school and courses in general secretarial or business subjects, or any combination of education, training or experience that provides the required knowledge, skills, and ability. Bachelor’s degree preferred.

EXPERIENCE: 

A minimum of two to three years of increasing responsibility in administrative experience or equivalent is required.  Experience working in higher education or in an office with public awareness programs is preferred.  Prefer international experience through study, work, or living abroad, and/or knowledge of a foreign language.

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

PHYSICAL REQUIREMENTS:  Desk work, physically able to lift mail packages as necessary.

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.

Deploy professional skills in the following, in collaboration with colleagues, to best promote the College’s strategic interests.

  • Word processing proficiency at a minimum of 60 WPM. Requires advanced knowledge of Microsoft Office software (Word, Excel and Outlook). Ability to create materials using MS Word, MS Power Point and/or MS Publisher.
  • 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 including pdf, word, excel and data charts. Maintain a high attention to detail especially while proofreading submitted work for spelling and grammar errors.
  • Sort and file alphabetically and by project or subject-related headings.
  • Superior organizational skills. Ability to be detail-oriented. Ability to organize and prioritize work to meet deadlines. Reliability in handling report materials and ability to handle multiple tasks in a changing work environment.
  • Ability to work well with interruptions.  Enjoy working with students, parents, alumni, faculty, and staff.  Enjoy working with international constituents. Be a knowledgeable and charismatic representative of the College’s departments of Global Affairs and External Relations.
  • 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.

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. This is a 12 month position.

CLASSIFICATION AND STATUS: This is a non-exempt, regular, full-time, benefits-eligible position.

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

Physical Requirements: Light (up to 20 lbs.)

SUPERVISORY RESPONSIBILITY: May supervise one or two student workers.

GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times.  Professional attire and grooming is a must.  

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.