Assistant to the Directors – Financial Economics Institute, Position #2257

Location
Claremont, California
Posted
Jun 08, 2017
Institution Type
Four-Year Institution

BASIC FUNCTION:

This position is responsible for a broad range of administrative functions as coordinator of special programs and Institute liaison to CMC faculty, staff, and students.  Works independently and with direction from the Directors of the Institute to assist in the administration of the programs of the Financial Economics Institute.  The nature of the work and responsibilities of the Assistant to the Directors is highly confidential and requires a high level of commitment and experience.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Director of the FEI, performs or works independently/collaboratively to perform the following essential duties and responsibilities:

  1. Manage day-to-day operations of the FEI, including the supervision of 20+ part-time student research analysts working in the FEI Computer Lab each semester; prepare hiring paperwork, coordinate and oversee their work schedules, approve their timesheets.  Each summer, there are 6-7 full-time student research analysts to supervise for up to 10 weeks.
  2. Handle most administrative details for the Institute.  Set priorities and determine procedures for own work and workload.  May delegate some office duties to students.
  3. Collect, compile, and analyze information.  Research and prepare reports and other documents.  Create and disseminate publications including two newsletters each year and an annual report; create and disseminate publicity on Institute activities; draft letters, e-mail messages, etc.
  4. Respond independently to inquiries requiring knowledge of policies and guidelines; make independent judgments regarding established Institute policies and procedures.
  5. Organize and coordinate special projects, an annual information session in the Fall semester, two yearly info sessions for graduating seniors who will be completing the Financial Economics Sequence and the Finance BA/MA program, oral defense presentations at the end of each semester, and other miscellaneous meetings/sessions as needed. 
  6. Communicate with FEI Board of Advisors and FEI Associate members, CMC and other Claremont Colleges’ faculty, staff, and students, as well as prospective donors, alumni, prospective employers, etc.
  7. Assist in the planning of four or more Institute board meetings each year; create packet of information discussed during meetings; attend board meetings, take Minutes and participate in proceedings.  This may mean presenting reports or summaries at meetings.  Maintain current information on Board of Advisors and FEI Associates; distribute ongoing program information to the members.
  8. Coordinate the BMGI/Michael Larson Asset Management Fellowship Program and organize a yearly on-campus event with BMGI and the Student Investment Funds from the Claremont Colleges.
  9. Assist with the organization and coordination of an annual student networking trip; assist with the coordination of an annual finance conference and two seminars organized by the officers of CMC’s Student Investment Fund; assist in the planning and implementing of programs such as conferences and a speaker series.
  10. Monitor expenditures – process invoices. Prepare budget forecasts for approval.  Help plan and prepare budget proposals.
  11. Take and manage reservations for usage of the FEI Library.
  12. Supervise and update website content.
  13. May be asked to perform administrative duties for FEI affiliated faculty members.
  14. Perform other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

EDUCATION: 
Bachelor’s degree or equivalent combination of education and experience that provides the required knowledge, skills and abilities is required. 

EXPERIENCE:

A minimum of three or more related is required.

LICENSES:

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.

  1. Deploy professional skills in collaboration with colleagues, to best promote the College’s strategic interests. 
  2. Handle all assignments and highly confidential information with discretion, patience, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
  3. Demonstrate excellent written and verbal interpersonal communication skills.  Possess strong spelling, sentence construction and general business English skills.  Possess strong proof reading and editing skills.
  4. Manage multiple priorities in a timely and effective manner.
  5. Possess excellent interpersonal skills and have the ability to work well and cooperatively as a member of a team and with others.
  6. Perform detailed tasks from verbal and written instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
  7. Demonstrate effective, accurate and clear communication with excellent reading, phone, and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees. 
  8. Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook, PowerPoint and Access) and with the ability to work effectively in many associated professional software (such as Work Day Financial, Internet research, menu-driven databases and social media networking). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.
  9. Ability to work independently without continuous supervision.  Use strong organizational and time management skills to complete work with accuracy and a keen attention to detail.
  10. Ability to maintain high level of customer service satisfaction and display a positive attitude.
  11. Be willing to upgrade skills, abilities, and knowledge as required in a changing environment.
  12. Ability to receive and respond appropriately to constructive criticism.

OTHER:

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday.  Overtime hours may be required as needed but must have prior approval of the supervisor.  This is a 12-month position.

CLASSIFICATION AND STATUS: 

This is a non-exempt position.

This is a regular, full-time position.

This is a benefits-eligible position.

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

Physical Requirements:  Moderate (up to 30 lbs.)     

SUPERVISORY RESPONSIBILITY: Processes hiring paperwork for student research analysts, supervises students, keeps track of their work schedules, and approves their timesheets.

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.