Administrative Assistant, International Place

Location
Claremont, California
Posted
Mar 13, 2018
Institution Type
Four-Year Institution

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Director of International Place of The Claremont Colleges, performs or works independently/collaboratively to perform the following essential duties and responsibilities:

Provides administrative support to the Director and Assistant Director of International Place including, but not limited to event planning and publicity, scheduling appointments, filing, photocopying, scanning, ordering supplies and equipment, preparing emails and other correspondence. (30%)

Oversees the International Place budget.  Assists in the preparation of annual budget proposals.  Track spending and expenses, submit deposits.  Processes vendor payments, request for check (RFC) forms, journal vouchers, purchase card statements, and other financial reports relative to International Place programs and services. (20%)

Manages and maintains student files, records and International Place database.  Requests student records and data from The Colleges. (10%)

Assists with creating, maintaining and updating International Place publications, including calendars, website, newsletters, event fliers, and Community Friends of International Place newsletters and publications. (5%)

Interacts with and assists students, greets and directs visitors, and answers the main International Place telephone line.  Responds to inquiries requiring general knowledge of International Place policies and guidelines, referring inquiries to the appropriate staff member(s) as needed. (15%)

Manages student office assistants, drivers and kitchen workers.  Processes hiring paperwork, timesheets, coordinate schedules, and resolve payroll issues on students’ behalf. (15%)

Performs other essential duties and tasks specific to the position. (5%)

OTHER ESSENTIAL FUNCTIONS:

  • Regular attendance is an essential function of this position.
  • 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.

QUALIFICATION STANDARDS:

EDUCATION: 

High School Diploma, GED or equivalent combination of education and experience is required. Bachelor’s degree or some college course work in Business and Office Technology, Administrative Support Technology, Clerical Studies or related fields is preferred.

EXPERIENCE: 

A minimum of 2 years are required.

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.

Individual must be flexible and able to adapt in a dynamic, multicultural environment.  Must have proven organizational skills, strong interpersonal skills, and the ability to use tact and exercise a high level of discretion when dealing with confidential and sensitive matters.  Ability to answer phones in a professional manner and direct calls to appropriate personnel. Ability to work independently, with minimal supervision.

Word processing proficiency at a minimum rate of 60 WPM.  Requires advanced knowledge of IBM hardware and Microsoft Office software (Word, Excel, PowerPoint, Publisher, Access and Outlook) as well as all office equipment.  Knowledge of other institution software useful, or should be a proven fast learner.  Should possess basic accounting skills. 

General knowledge of basic accounting and business mathematics as well as the ability to oversee multiple accounts.

Read and write legibly as well as follow written and verbal instructions in English.  Spell accurately and have a strong familiarity with business writing procedures.  Be able to compose written correspondence, memoranda, and reports from semi-finished source materials.

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.

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. 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: Supervises student workers

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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