Administrative Assistant - The Keck Center for International and Strategic Studies and the Mgrublian

Location
Claremont, California
Posted
Jul 26, 2017
Institution Type
Four-Year Institution

BASIC FUNCTION:

This position is responsible for performing a broad range of administrative duties for the directors and assistant director of the Keck Center for International & Strategic Studies and the Mgrublian Center for Human Rights.  Work involves the administrative assistance necessary in organizing conferences/symposiums and talks; monitoring the reimbursements, balances, and distribution of Institute budgets; supervising student and other research personnel in the Institute with respect to hours and payroll and in general coordinating student conferences and all other operations pertaining to assistance for the Institute.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Director of the Keck Center for International & Strategic Studies, performs or works independently/collaboratively to perform the following essential duties and responsibilities:

  • Manage the logistics of conferences/symposiums to include: assisting in the preparation of brochures and flyers, distributing brochures and flyers, coordinating venue and participant travel, and managing the funding and receipts from conferences.
  • Supervise students and other research activities with respect to: hours, billing, and available funding.
  • Maintain the general accounting information to include: processing bills, processing payroll, monitoring the budget, and reviewing and monitoring the monthly institute accounts received from the College.
  • Coordinate visitor’s activities.
  • Adhere to the director’s calendar.
  • Provide administrative support to the director.
  • Compose correspondence.
  • Take and transcribe minutes of meetings.
  • Maintain and update the institute’s web pages.
  • Maintain and update the institute’s data files electronically.
  • General office duties: monitor and order office supplies, answer phones, process various reports, fax, copy and file, and prepare mailings.
  • Assist in planning and implementing center programs:  speakers, conferences, visiting professors and diplomats, and other institute events.  Includes housing and related accommodations, travel, coordinating with other cosponsors, academic departments, institutes, media relations, caterers, etc.
  • Supervise center secretary and students assistants; oversee center library organization and maintenance of purchases and subscriptions.
  • Manage fiscal operation including: monitor expenses and income budgets for the center general fund, grants and special projects; student fellowships, awards and prizes; coordinate off-campus student conference participation.
  • Research and prepare budget forecasts, various grant and project reports, take minutes and prepare board and other meeting minutes for approval.
  • Prepare conference proceedings for monographs and other various publications, to include: communication with authors, publisher, printer and graphic artist, edit and prepare camera-ready copy (often includes tables, charts, etc.), research and/or create cover design for approval, and copyright and Library of Congress processing.
  • Provides liaison with faculty, other institutes, departments, committees, and students.
  • Oversee, manage, and perform other related administrative services in support of the center’s function and mission as needed.
  • Perform other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

EDUCATION: 

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

EXPERIENCE: 

A minimum of five years of office experience with increasing responsibility is required, preferably in an academic institution.  Knowledge of accounting procedures is preferred.

LICENSES:

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 professional skills in communication, conference logistical management, processing payments for outside vendors and independent contractors, and supervision of student workers, in collaboration with colleagues, to best promote the College’s strategic interests.

  • Demonstrate 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.  Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
  • Operate computers proficiently with basic Microsoft Office software (such as Word, Access, Power Point, Excel and Outlook) and associated professional software (such as Workday) and basic skills to post content on the Keck Center’s website.  Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.  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 strong organizational and time management skills to complete work with accuracy and a keen attention to detail.
  • Must have familiarity with or willingness to acquire web-page support skills.
  • Ability to maintain accurate files and records.
  • Ability to work with numbers.
  • Ability to take initiative and be self-directed.
  • 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.
  • Ability to multitask.

OTHER:

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.  Travel will not be required.  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 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.)
 

SUPERVISORY RESPONSIBILITY:  Will supervise student employees.

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.