Director of Office Administration and Special Projects

Job description

Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

 

Location:

Claremont, CA

 

Job Posting Title:

Director of Office Administration and Special Projects

 

Job Details and Requirement:

BASIC FUNCTION:

 

This position is responsible for the oversight, coordination and management of the projects and initiatives in the Office of the Chief Operating Officer (COO). Primary responsibilities include, but are not limited to, providing executive level support, research, and project management strategy on a wide range of issues, projects, events and other matters of importance to the COO and overall operations of the College.

 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

 

ESSENTIAL FUNCTIONS:

Management of Special Projects

  • Manages and coordinates special projects, including providing support in the planning, design, development and implementation of short and long-term projects. Plans, coordinates, schedules and organizes project activities to meet objectives.
  • Researches, gathers, organizes and summarizes data for special projects. Develops, evaluates, recommends and implements procedures for data acquisition, management, and quality control.
  • Prepares status reports on project plans, progress and results of activities. Develops, enhances and maintains information systems to support project operations. Reviews contractual obligations and tracks invoices and progress on expenditures using budget reports.
  • Coordinates and assembles confidential documentation. Ensures completeness and accuracy of documentation.
  • May directly or indirectly manage staff or consultants assigned to a project. Motivates and monitors the progress of work performed by project staff and consultants.
  • Assists formation of ad hoc committees and monitors progress towards completion of assigned tasks. Ensures that committee reports and recommendations are submitted in a timely manner. Manages all ad hoc committee agendas and follows up with implementation and action as appropriate.
  • Serves as key resource for project information. Interfaces with faculty, executive leadership, and/or external contacts necessary to complete assignments. Resolves problems and/or questions referred to by project staff or administrators.
  • Develops, prepares, and edits reports, presentations, speeches, official materials, web content, etc. as needed or assigned.
  • Designs and creates professional documents for presentations by using word processing software. Determines type(s) of artwork (e.g. illustrations, photos, charts, graphs, design covers) to accompany documents while considering compatibility, content, audience, style, format, intent, etc.
  • Unquestionable personal code of ethics, integrity and trust.
  • Coordinates and/or links project operations with other administrative functions on and off campus and within the division.

Executive Support

  • Participates in the development and implementation of short and long-term plans for the administration of office operations.
  • Coordination of the COO’s calendar and schedule, management of personal reimbursement, and determines the best possible itinerary and travel time for off-campus appointments and provides maps and other directions.
  • Facilitates communications between the COO and direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action. Facilitates reciprocal exchange of communications and critical information in a timely manner between COO and College offices and internal and external parties.
  • Assists the COO in formation of committees and monitors progress toward completion of assigned tasks, as requested. Ensures that committee reports and recommendations are submitted in a timely manner. Follows up with implementation, as appropriate.
  • Develops and maintains an effective database system for the COO’s personal matters. Develops, implements and maintains the COO’s office filing system and logging system to ensure optimal storage and efficient retrieval capabilities of documents.
  • Creates daily agenda that include next day’s calendar, events, speeches or presentations, and complete briefings.

Administrative Support

  • Provides support to the Board of Trustees committees staffed by the COO by taking minutes, arranging conference calls, assisting and overseeing preparation and distribution of materials, etc.
  • Compose both written and email correspondence for distribution under the COO’s signature.
  • Maintain excellent communication and helpful rapport with faculty, staff, executive staff, trustees, investment managers, TCC and the five Claremont College partners, and other individuals on behalf of the COO.

The successful candidate will also be able to perform the following essential functions:

  • Regular attendance.
  • Take and follow directions.
  • Work cooperatively with others.
  • Receive and respond appropriately to constructive criticism.
  • Display a positive attitude.
  • Balance multiple tasks and priorities
  • Performs other essential duties and tasks specific to the position.

 

 

QUALIFICATION STANDARDS:

EDUCATION: 

Bachelor’s degree or equivalent combination of education and experience is required. 

EXPERIENCE: 

A minimum of ten years of directly related professional experience, preferably in higher education, government or other complex organization with responsibilities requiring discretion and sound judgment.

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.

  • Consensus builder that has a track record of successfully partnering with diverse constituencies.
  • Proven ability to thrive in a fast-paced environment, with high tolerance for ambiguity and complexity.
  • Ability to work cooperatively with trustees, senior administrators, faculty, students, staff, parents and alumni.
  • Clear communication with excellent verbal, written, interpersonal, reading, and leadership skills.
  • Operate computers with expertise in Microsoft Office Suite software (such as Word, Excel, Outlook and PowerPoint).
  • Must be detail-oriented, professional and display a positive attitude.
  • Experience handling confidential or sensitive situations.
  • Ability to exercise a very high degree of independent judgment, tact and discretion in the execution of assigned responsibilities in a position that handles highly confidential material.
  • Maintain knowledge of College and department policies and procedures.

 

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.  Travel may be required.  Regular hours may vary due to needs of the COO. 

CLASSIFICATION AND STATUS: 

This is a 12 month position.

This is an exempt position.

This is a regular, full-time position.

This is a benefits-eligible position.

                                                   

PHYSICAL REQUIREMENTS:  Light (up to 20 lbs.)      

                                             

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.

AT-WILL EMPLOYMENT:  Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work.  There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause.  The President is the only person who can modify or alter the at-will employment relationship.

 

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-1853
Posted: 7/18/2019
Application Due: 9/16/2019
Work Type:
Salary: