Administrative Assistant – Office of Special Events

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

BASIC FUNCTION:

This position is responsible for providing secretarial, clerical, and staff support to the Office of Special Events. Work involves knowledge of the Development and College organization, policies, and procedures.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

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

  • General clerical duties, including creating letters, memoranda, spreadsheet reports, and other material from finished and semi-finished source material. Proofread records, forms, letters, and other material. File records, reports, and maintain various files. Order and manage supplies for the Office of Special Events.
  • Oversee tracking and management of event projects and the College’s centralized event calendar, including managing and training calendar managers in College departments.
  • Maintain strict confidentiality of all constituent information and proprietary information concerning the Development Office and College business.
  • Within general procedures established by supervisor, exercise discretion in responding to routine and non-routine questions regarding internal and external questions concerning Development activities. Answer telephone calls exercising considerable judgment and discretion routing telephone calls and taking messages.
  • Provide administrative support to the Director of Events as well as work collaboratively with staff members in the Office of Special Events.
  • Copy documents and independently compile and prepare routine and non-routine reports, correspondence, agendas, minutes, and other event-related documents. Assist with mailings, e-mail campaigns, and special projects as required.
  • Manage and track budgets overseen by the Director of Special Events, including preparing requests for checks, tracking expenditures, processing purchase card statements, and managing accounting questions as needed.
  • Work on Raiser’s Edge data entry for event projects, including queries, exports, constituent management, and using PaperSave for reports and documents.
  • Determine procedures for own work. Maintain a high level of diplomacy and confidentiality.
  • Assist with projects to aid the Office of Special Events, including event preparation and event staffing.
  • Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

EDUCATION:  

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. 

EXPERIENCE: 

A minimum of two to three years of increasing responsibility in secretarial experience is required. 

LICENSES:

A valid driver’s license is required to drive college-owned vehicles and the ability to be insured under the College’s authorized driver’s policy. 

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 collaboration with colleagues, to best promote the College’s strategic interests.

  • Excellent word processing skills with a minimum keystroke rate of 60 words per minute with no more than five errors.
  • Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, spelling and customer service skills. Demonstrate knowledge of business writing procedures.  Follow all written and verbal instructions in English and asking questions as needed for clarification of projects/tasks/duties/assignments.
  • Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook, Access and PowerPoint, as well as general personal computer functions) and associated with  professional software (such as Raiser’s Edge, PaperSave, Internet research, menu-driven databases, social media networking is beneficial). Use assigned technology/devices/equipment, such as computer terminals, calculators, copiers, fax machines, postal machine, 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 exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail to meet deadlines.
  • Handle report materials and multiple tasks in a changing work environment.
  • Demonstrate a professional appearance, demeanor, maturity, and poise in responding to the public, including trustees, alumni, parents, administration, staff, faculty and students.
  • Ability to work cooperatively with others.
  • Ability to display a positive attitude.

OTHER:

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. 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 Occupation

Physical Requirements:                 Moderate (up to 30 lbs.)

                                                     

SUPERVISORY RESPONSIBILITY: NONE

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.