Administrative Assistant for the Office of the VP for Planning/General Counsel/Sec. of the College

Location
Claremont, California
Posted
Sep 21, 2017
Institution Type
Four-Year Institution

BASIC FUNCTION:

This position is responsible to provide a high level of administrative support to the Office the Vice President for Planning / General Counsel / Secretary of the College.  An ideal candidate will recognize, exercise good judgment and protect the inherent nature of the sensitive and confidential information the Office handles as well as enjoy working on projects to enhance and streamline Office functions and efficiency.

The position also provides a broad range of general administrative , clerical and staff support for the daily operations of the Office, including employees who directly report to the Office, and will also provide back-up administrative support to the Office of the President as needed. 

These administrative, clerical and staff support functions include but are not limited to:

  • Supporting electronic or written communications from the Office; including editing
  • Tracking membership information, including directory information, committee and other service, and meeting and event attendance;
  • Scheduling meetings at the request of the Vice President, the Director, or the Deputy General Counsel, and coordinating any associated meeting logistics (e.g., securing a meeting location, room reservations, teleconference and audio-visual support, tracking attendance, distribution of materials, coordination of catering, etc.);
  • Processing travel and other expense reimbursements; processing payments of invoices; and other administrative support related to the budgets that fall under the oversight of the Office (e.g., Secretary of the College, Planning, and General Counsel)

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Director of Board Relations, the Administrative Assistant works independently and collaboratively to perform the following essential duties and responsibilities:

  1. Under the supervision of the Director of Board Relations, provide administrative support for the various activities of the Office of the Vice President for Planning / General Counsel / Secretary of the College, including support for the following areas:
  • Secretary of the College
    • Membership of the Board of Trustees
    • Meetings of the Board of Trustees and other Committees staffed within the Office
    • Social events and activities associated with the Board of Trustees
    • The awarding of Honorary Degrees and other Institutional Awards
    • Records retention and management
    • Public Art
    • College Archives Program (preserving historic documentation of the College)
  • General Counsel
    • Scheduling and supporting meetings
    • Managing correspondence
    • Scheduling travel and associated logistics (e.g., conference registrations)
  • Vice President for Planning
    • Scheduling and supporting meetings
    • Managing correspondence
  1. (please see above)
  2. Provide administrative support for the Office’s budgets, including: processing of all travel and other expense reimbursements; payments of all corporate dues and professional memberships to include: subscriptions of books and periodicals; payment processing and bookkeeping of department budgets.  Possess signature authority on departmental accounts under the responsibility of the Office using Workday.
  3. Under supervision of the Director of Board Relations, provide administrative support with respect to the Office’s records retention and management activities, including managing all incoming and outgoing mail and other correspondence.  Manage sensitive and confidential correspondence using good judgment and discretion.
  4. Prepare invitations to Board of Trustees meetings, track attendance and participation, including luncheons and special events.  This includes preparation of name-tags, place cards, seating cards, tent cards, and other related signage. Coordinate room blocks with area hotels for meetings. 
  5. Maintain and assign trustee and senior staff regalia and keep master inventory log to include honorary degree hoods.  Also responsible for purchasing new trustee regalia and honorary degree hoods.
  6. Ordering and maintaining inventory of Stoles for the Robert A. Day Service Awards.
  7. Ordering and maintaining inventory of CMC chairs for the Board of Trustees.
  8. Responsible for ordering and inventory of office supplies and stationery.
  9. Assist with meetings scheduling and logistical support for meetings organized by the Office of the Vice President.  This includes room scheduling, coordination of teleconference and A/V support, and coordination of any catering support.
  10. Building Coordinator for Bauer 2nd floor. Attend monthly meetings and participate in scheduled emergency drills.
  11. Serve as backup for answering and screening calls for the Vice President and the Director.
  12. Performs other essential duties and tasks specific to the position, including back-up assistance as needed in the Office of the President.

QUALIFICATION STANDARDS:

EDUCATION: 

Graduation from high school, with extensive courses beyond high school equivalent to two years of college or business school, or equivalent combination of education and experience is required.
 

EXPERIENCE: 

A minimum of three years of experience with increasing responsibility in an academic or business environment is required.   

 

LICENSES:

Must possess and maintain a valid driver’s license and the ability to be insured under the College’s authorized driver’s policy 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 collaboration with colleagues, to best promote the College’s strategic interests.
  • Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, and customer service skills.  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, Excel, Outlook) and possess expertise in internet and cloud-based document management systems (such as Board Portal software, Raiser’s Edge, prospect research tools, Internet research, menu-driven databases).  Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.  Must be able to conduct basic Internet research and ability to maintain website desirable.
  • 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.
  • Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s/department’s annual goals.
  • Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.
  • Ability to work cooperatively with others.
  • Ability to receive and respond appropriately to constructive criticism.
  • Ability to display a positive attitude.
  • Ability to work independently and without specific direction.
  • Ability to communicate ideas and decisions.
  • Must have knowledge of accounting and budgetary procedures. 
  • Ability preparing merge documents with multiple field databases. 
  • Ability to maintain sensitive and legally privileged information.
  • Ability to demonstrate professional appearance, demeanor, maturity, and poise in responding to Trustees, Faculty, Staff, and Students. 
  • Must be able to attend offsite meetings as necessary and according to the needs of the office.

OTHER:

REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, weekend and evening work hours will be required.  Travel will 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:  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.