Administrative Assistant for Stewardship and Advancement Operations

Claremont, California
Jul 19, 2017
Institution Type
Four-Year Institution


This position is responsible for performing a broad range of administrative and clerical duties in support of the Assistant Director of Stewardship, the Stewardship Coordinator, and the Assistant Vice President for Advancement Operations and Donor Engagement. The incumbent should be comfortable working in a fast-paced environment with regular interruptions. Work involves knowledge of College policies and procedures, the Development organization, and requires a high level of critical thinking and confidentiality.



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

  • 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. File records, reports, and other material; maintain department files.
  • Communicate regularly with Assistant Director of Stewardship and support staff to receive meeting dates, keep current with special dates, acquire data necessary for annual reports, and obtain other relevant information that assist with Stewardship efforts.
  • Responsible for organizing departmental budget information, and for managing supplier requests, budget transfers, travel reports, expense reports, etc. that are generated from the Assistant Director of Stewardship and Assistant Vice President for Advancement Operations and Donor Engagement.
  • Maintain strict confidentiality of all constituent information and proprietary information concerning the Development Office and College business.
  • Work closely with the Stewardship Coordinator to aid with the implementation of Stewardship Policies and Procedures.
  • Ability to learn, adapt to, and master the Claremont McKenna College constituent database, Raiser’s Edge, and the 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 changing work environment.
  • Within general procedures established by the supervisor, exercise discretion in responding to routine and non-routine questions regarding donor prospects, mailings, and other internal and external questions concerning Advancement activities.
  • Manage data and independently compile and prepare routine and non-routine reports, correspondence, agendas, minutes, research projects, and other Advancement-related documents according to specific objectives of the Stewardship and Advancement Offices.
  • Answer telephone calls, exercising considerable judgment and discretion routing calls and taking messages. Schedule appointments and keep appointment calendars. Clerical duties include photocopying, assembling, shredding and distributing materials; preparing routine correspondence; metering mail; filing both digital and paper documents.
  • Determine procedures for own work. Assist with special projects to aid the College’s fundraising efforts and participate in the culture of shared responsibility for general building wide duties.
  • Performs other essential duties and tasks specific to the position.



High School Diploma, GED with a minimum of one year of college or business school and courses in general administrative or business subjects, or equivalent combination of education, training and/or experience that provides the required knowledge, skills and ability is required. Bachelor’s degree preferred.


A minimum of one to two 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.


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.

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

  • Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook, Power Point, and Publisher) and associated professional software (such as Raiser’s Edge, Internet research, and social media networking) to create materials. Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.
  • Word processing proficiency at a minimum rate of 60 WPM.
  • Demonstrate effective, accurate and clear communication with strong verbal, written, interpersonal, reading, phone, and customer service skills. Have a strong familiarity with business writing procedures. Follow all written and verbal instructions in English, asking questions as needed for clarification of projects/tasks/duties/assignments.
  • 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. Maintains a high attention to detail, especially while proofreading submitted work for spelling and grammar errors.
  • Sort and file alphabetically by project or subject-related headings.
  • Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, and tact while working with people from a wide variety of backgrounds.
  • Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail to meet deadlines.
  • Ability to work well with interruptions. Enjoy working with students, parents, alumni, faculty, and staff. Ability to be a knowledgeable and charismatic representative of the College’s department of Stewardship.
  • Ability to multitask in a changing work environment.
  • Ability to receive and respond appropriately to constructive criticism.
  • Ability to work cooperatively with others.
  • Ability to display a positive attitude.
  • Ability to work with HTML and web content is preferred but not required.


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, but must have prior approval of the supervisor. Travel 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:          43-0000 Office and Administrative Support Occupations

Physical Requirements:                 Light (up to 20 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. 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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