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Administrative Assistant - Office of Events At Claremont Mckenna College

Location: Claremont, California

Job Description

This position is responsible for supporting the production of a wide-range of College events from conception through to completion. The Administrative Assistant will provide administrative support, manage office accounting and financial records, maintain office files, aid in the execution of events and conferences, and facilitate the use of the College President’s residence and the 8th street house. An ideal candidate will support the Director of Events 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 Director of Events, performs or works independently/collaboratively to perform the following essential duties and responsibilities:

  • Provide administrative support for the Director of Events 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. (20%)
  • 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 other departments on split payments and annual membership payments. (20%)
  • Design and coordinate events at the College President’s residence and the 8th street house, as well as support student events. (10%)
  • Oversee tracking and management of event projects and the College's centralized event calendar, including managing and training calendar managers in College departments. (10%)
  • 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. (10%)
  • 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. (10%)
  • Manage ADA/special needs, dietary restrictions, and incident protocols and procedures as it relates to event execution. (5%)
  • Manage the new hire process for student workers and assign work as needed. (5%)
  • 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. (5%)

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:

High School Diploma, GED or equivalent combination of education and experience is required. Bachelor’s degree or some college course work in event managements and hospitality is preferred.

EXPERIENCE:

A minimum of two (2) years of executive support and/or office administration experience with increasing responsibility in accounting, calendar management, and written and oral communication is required. Experience in event planning and 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.

PHYSICAL REQUIREMENTS:

Must be able to lift up to 50 lbs.

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.
  • Familiarity with all stages of planning, design, and production of events.
  • 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 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.

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 .

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 hr@cmc.edu for assistance.