Administrative Assistant - Alumni and Parent Relations

Location
Claremont, California
Posted
Oct 13, 2017
Institution Type
Four-Year Institution

BASIC FUNCTION

This position is responsible for performing a broad range of support functions in the Office of Alumni & Parent Relations. This position will provide administrative support, manage office accounting and financial records, maintain office files, and aid in the execution of events and conferences.  An ideal candidate will support the Assistant Vice President, Directors, and work collaboratively with office personnel, student interns, and volunteers. Work involves knowledge of database systems, hospitality and events, organizational policies, procedures, and the exercise of independent judgment in making administrative decisions.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

Reporting to the Associate Director of Alumni and Parent Relations, performs or works independently/collaboratively to perform the following essential duties and responsibilities:

  • Provide administrative support for the Assistant Vice President, Directors, and Office including greeting guests, answering phones and directing calls, managing calendars, assisting with correspondence, perform tasks related to office mail, including preparing materials for mailing, stuffing, sealing, metering, and distribution, etc.
  • Serve as bookkeeper for the department and monitor budgets. Manage suppliers, complete check request forms, cash receipt/deposit slips, and other financial documentation.  Verify budget amounts and organize necessary budget transfers. Monitor and reconcile Wells Fargo Purchase Card for department accounts. Prepare and process vendor documentation and W9 requests. Complete intra-departmental purchases with journals when necessary. Liaise with Advancement departments on split payments and annual membership payments.
  • Prepare and mail correspondence and gifts acknowledging births, marriages, etc. and notify appropriate College staff.  Maintain organized records to track these efforts.
  • Prepare and mail correspondence condolence letters/notecards signed by The President/Assistant VP. Mail specific magazines with Memorial sections to surviving family members. Maintain organized records to track these efforts.
  • Responsible for the management, maintenance, and organization of office and event supply inventory, and ensure that all equipment is maintained in good working order. Track, collect, and return to storage all supplies needed for events. Prepare and track work orders for office Facilities/IT issues.
  • Provides administrative and staff support for events as assigned, such as registration of the event attendees, passing out name tags to the event attendees, providing information and answering questions from event attendees, etc.
  • Provide extensive administrative and staff support in event execution as assigned. Assist in the setting up and tearing down of events, with special focus on timeliness and care of the materials involved. Develop event-specific organizational tools such as timelines, contact lists, and work deliverables.
  • Manage the new hire process for student workers and assign work as needed.
  • Cross-train on other administrative functions in order to knowledgeably field questions and perform tasks in colleagues’ absence or in support of colleagues as needed. Serve as a back-up when needed.
  • Work in a collaborative, flexible, and team-focused manner.
  • Demonstrate maturity and poise in responding to the public and various internal constituencies, including trustees, donors, faculty members, students, and staff.
  • Perform other essential duties and tasks specific to the position and other duties as assigned.

     

QUALIFICATION STANDARDS

EDUCATION: 

Any combination of education and experience equivalent to graduation from high school, plus 3-4 years of additional education and training, or any combination of education, training or experience that provides the required knowledge, skills and ability. 

EXPERIENCE: 

A minimum of four (4) years of executive support and/or office administration experience with

increasing responsibility in accounting, calendar management, and professional written and oral communication with all levels of staff is required. Experience at an academic institution 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 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, PowerPoint, Google Docs) to manipulate attachments and associated professional software (such as, Raiser’s Edge, prospect research tools, Internet research, menu-driven databases, social media, Workday).  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.
  • Independently use exceptional organizational and time management, planning and priority skills to complete work with accuracy and a keen attention to detail by established deadlines, including the ability to effectively track the status of ongoing projects and find needed documents and information quickly.
  • Ability to work effective, cooperatively, collaboratively and professionally with volunteers, the donor community, the academic community, with colleagues, and with others.
  • Ability to receive and respond appropriately to constructive criticism.
  • Ability to display a positive attitude, collaborative spirit, sense of humor, and a service oriented attitude.
  • Demonstrate adequate math skills to support office bookkeeping functions.
  • Ability to multitask and be flexible with competing priorities and support numerous initiatives and professional staff members.
  • This position may require the ability to independently lift materials and supplies for events, such as floral arrangements, chairs, podium, etc., up to 55 pounds.

OTHER

HOURS:   The regular hours for this position are 8:00 am to 5:00 pm, Monday - Friday.  Holiday, weekend and evening work hours will be required.  Travel may 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, regular, full-time, benefits-eligible position.

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

Physical Requirements:                 Heavy (up to 50 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.