**Please note submission of a cover letter and resume are required for consideration.**

BASIC FUNCTION:

The Administrative Assistant will reside within the Career Services function of the Soll Center for Student Opportunity. Within this open-concept environment, the Administrative Assistant will be the primary front-office coordinator for the department. This position reports to the Director of Student Opportunities.

 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

 

ESSENTIAL FUNCTIONS:

Front Office – Oversees administrative operations of front desk and serves as department administrative assistant. Oversees students performing reception/check-in activities, receiving and directing incoming calls, and visitor (student, parent, recruiter, and vendor) traffic. Serves as back-up receptionist when student workers are not available. Collects, sorts and distributes departmental mail. Maintains professional environment throughout the office. Other front office/reception and kitchen tasks as assigned.

Administrative Support –Maintains meeting agendas and on campus recruitment “look ahead” schedules. Manages Career Services email account. Interacts with outside vendors and suppliers; coordinates outsourced work. Ensures office supplies are stocked; orders office supplies, and manages charging and allocation of office equipment.

Event Marketing Support – Supervises students who develop marketing materials (slides, flyers, table tents, etc.) for Career Services events. Ensures marketing materials are uploaded/posted two weeks prior to event.

Facilities Management – Ensures facility is well maintained and kept up. Coordinates issues and work timeline with Story House personnel.

Special Projects – Manages and coordinates special projects as needed.

Assists the Employer Relations Coordinator when needed. Assistance might include facilitating employer visits, setting up iPads for check-in, posting/approving employers and jobs on Handshake, processing drop-in appointments in Handshake, and creating and posting employer packets and signage.

Performs other essential duties and tasks specific to the position.

 

OTHER ESSENTIAL FUNCTIONS: Performs other essential duties and tasks specific to the position and as many be assigned from time to time.  The successful candidate will also be able to perform the following essential functions:

• Regular attendance.
• 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.

 

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.

• Demonstrate effective, accurate and clear communication with excellent interpersonal, verbal, written, reading, phone, and customer service skills
• Customer service oriented; respect for the abilities and accomplishments of elite liberal arts students, while retaining the ability to pushback.
• Proactive, taking the initiative in all aspects of the role.
• Demonstrated ability to work with diverse groups and constituents including students, alumni, faculty, administrators, parents and employers required.
•   Proficient with Microsoft Office software (such as Word, Excel, Powerpoint, Outlook) and associated professional software such as Handshake.  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.
• 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/strong organizational and time management skills to complete work with accuracy and a keen attention to detail.

 

QUALIFICATION STANDARDS:

 

EDUCATION:    High School Diploma, GED is required.  Bachelor’s degree or some college course work is preferred.

 

EXPERIENCE:  Must have a minimum two years of proven work experience.  Experience on a college campus is preferred.

 

LICENSES:  A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is preferred.
 

PHYSICAL REQUIREMENTS:  Light (up to 20 Lbs.)

 

OTHER:

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday.  Holiday, weekend and evening work hours may be required depending upon the needs of the department.  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 regular full-time, non-exempt position.  This is a benefits eligible position.

                                                

SUPERVISORY RESPONSIBILITY:  May supervise student employees

 

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).

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 hr@cmc.edu for assistance.