Administrative Assistant to Robert Day Scholars Program

Job description

Job Details and Requirement:

The Administrative Assistant supports the day to day activities of the Robert Day Scholars Program and the Robert Day Scholars Program Staff.   This position involves interactions with students, faculty, and external constituencies, including personnel from other colleges, as well as independent work at the direction of the Program staff.  The nature of the work is highly confidential and requires superior judgment and discretion as well as a high level of commitment to quality, attention to detail, and professionalism. 



Within general guidelines and without regular supervision:


Assist the Associate Vice President and Dean for Student Opportunities in specific  tasks such as calendar coordination and meeting organization, etc. Assist the Robert Day Scholars Program staff (Executive Director, Director of External Relations, and Assistant Directors of the Robert Day Scholars Program) by coordinating calendars, making travel arrangements, handling correspondence, purchasing equipment and supplies, keeping accounting records for the Program, etc. Assist the Executive Director and Assistant Director in executing a marketing and recruiting plan for the Robert Day Scholars Program, including both the graduate and undergraduate programs.  Examples of such assistance include:

  • Scheduling and supporting events and travel, developing print and web-based media, assisting with inquiry management, and creating reports and correspondence for activities;
  • Supporting the management of the graduate and undergraduate admission process, to include facilitating confidential admission committee procedures and decisions.


Assist the Director of External Relations in the implementation of the Robert Day Scholars Program Employer Relations Plan and other external relations functions.  Examples of such assistance include:


  • Processing and tracking experiential funding support to students
  • Tracking communications and coordinating meetings between various constituents;
  • Researching and compiling student guides for networking trips and seminars;
  • Reconciling expenses related to travel and events; and
  • Providing support in planning events, such as making room reservations, coordinating catering, inviting guests and managing student documentation.



Assist the Robert Day Scholars Program staff with the planning and implementation of programs designed for the Program.  Examples of such assistance include:

  • Reserving rooms, coordinating catering, and communicating with guests; and
  • Coordinating advisory board meetings and preparing reports


Organizing and managing other special projects and events such as receptions, the end-of-year Robert Day Scholars Recognition Dinner etc. Communicate verbally and in writing with internal and external Robert Day Scholars Program constituencies, including students, faculty, staff, advisory board members, employers, and guests at CMC and other colleges. Respond independently to inquiries to the Robert Day Scholars Program and make independent judgments regarding implementation of the Robert Day Scholars Program policies and procedures. Provide web-related support by editing and keeping the Robert Day Scholars Program website content current. Reconcile expenses, process reimbursements, and monitor Robert Day Scholars Program budget. Collect, compile, and analyze information as requested. Provide research and prepare reports and other documents as requested. Manage the office facilities, including procurement of office supplies, responding to emails and phone calls to the Program, and directing walk-in and appointment traffic. Assist in other assignments and projects as needed. Perform other duties as assigned according to the needs of the college or department, to include building (upstairs) safety coordinator.


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 skills and abilities.


Knowledge of the organization and mission of the Robert Day Scholars Program. Knowledge of the policies and procedures of the College and the Robert Day Scholars Program. Excellent computer skills, including Word, PowerPoint, Access, and Excel, and basic web page maintenance skills.   Ability to handle sensitive and confidential materials with good judgment and discretion. Excellent oral and written communication skills. Proven ability to problem-solve in a fast paced environment. Ability to make independent judgment and decisions with regard to matters of significance, including implementation of Robert Day Scholars Program policies and procedures. Ability and judgment to effectively set appropriate priorities, to work accurately and efficiently.  Excellent interpersonal skills with a proven ability to interact with students, faculty and staff; focus on offering a high level of customer service to both internal and external constituents


EDUCATION:  Bachelor’s degree or combination of education and experience that provides the required knowledge, skills and abilities, preferred.

EXPERIENCE:  Three or more years of related experience. Experience in higher education is preferred.



HOURS:   The regular hours for this position are 8:00am-5:00pm.  Hours may vary due to needs of the College or department.  Overtime may be required. 

CLASSIFICATION AND STATUS: This is a full-time, 12-month non-exempt level, benefits-eligible position.

SUPERVISORY RESPONSIBILITY:  Student workers as needed.

REPORTS TO:  This position reports to the Executive Director of Scholar Communities.  


This job description defines the essential or fundamental job duties of the employment 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 I of the Americans with Disabilities Act.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.


Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or [email protected] for assistance.




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Job No: REQ-924
Posted: 9/13/2018
Application Due: 11/9/2018
Work Type: