CGU-Administrative Assistant

Job description

Job Posting Location: Claremont, CA Job Posting Title: CGU-Administrative Assistant Job Description: This is a temporary, benefits-eligible appointment with an expected duration of one (1) year. The appointment is expected to end at the conclusion of the one-year period unless extended or ended earlier based on business needs. Established in 1925, The Claremont Colleges includes five undergraduate liberal arts colleges and two graduate institutions: Pomona College, Claremont Graduate University, Scripps College, Claremont McKenna College, Harvey Mudd College, Pitzer College, and Keck Graduate Institute. Located on contiguous campuses in the Southern California city of Claremont, each institution has its own student body, faculty, governance, curricular emphasis, culture, and mission. Intercollegiate cooperation provides university-scale services and facilities. With 8,500 students and 3,300 faculty and staff located on more than 540 acres of land, The Claremont Colleges benefit from the diverse missions, character and culture, and the integration of academic and extracurricular programs that make up this truly unique consortium. Nestled in the San Gabriel Mountain foothills, Claremont is 32 miles east of Los Angeles and part of the greater Los Angeles County. Salary Range: $22.00 - $23.50/hr Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation POSITION OVERVIEW The Administrative Assistant performs a broad range of skilled secretarial, clerical, and administrative duties in support of the academic and administrative activities of the School of Educational Studies (SES). Assists students, the dean, faculty, staff, and other stakeholders by managing and utilizing systems and procedures so the business of SES functions efficiently and effectively. Duties are varied and often confidential in nature. Knowledge of the organization, policies, and procedures of the University is required, and often of a technical specialty. SUPERVISORY RESPONSIBILITY : None REPORTS TO : Associate Dean of the SES with input from the (Academic) Program Manager and Administrative Manager. DESCRIPTION OF DUTIES AND RESPONSIBILITIES : Duties and responsibilities fall into three main categories: 1. Supporting the (Academic) Program Manager. (45%) 2. Supporting the Administrative Program Manager. (45%) 3. Other clerical and administrative duties. (10%) ESSENTIAL FUNCTIONS: (45%) Providing clerical and administrative support for the SES’s academic programs by supporting the work of the (Academic) Program Manager. While working under the direction and support of the (Academic) Program Manager, you will: Answer general student questions regarding program requirements and refers students to faculty or Student Services office for additional guidance or counsel. Requires knowledge of policies and guidelines; must exercise considerable judgment and discretion in what is communicated. Monitor student progress toward degree completion and follow up as appropriate to inform students of requirements, holds, deadlines, etc., and run queries and report data to SES Staff & Faculty. Assist with the processing of student forms and electronic milestone submissions to Student Records and follow up with students and faculty for any missing items. Track submissions made to ensure that all required documentation in Student Records is accurate and complete, following up as necessary. Assist with the scheduling and coordination of facility and audiovisual arrangements for student qualifying exams, proposal meetings, dissertation defenses, and other meetings and events. Communicate logistics to appropriate SES stakeholders. Regularly maintain student paper and electronic files. Update files regularly by copying, scanning, combining, and uploading documents for entry into departmental student files, PeopleSoft, and other archives. Coordinate the collection and archiving of key documents related to program success, evaluation, and accreditation, including but not limited to annual CVs from faculty and course syllabi. Assist with the collection, archiving and dissemination of course evaluation data at the end of each term. Exercise confidentiality and discretion when dealing with student, faculty, or departmental files. Maintain learning management sites (e.g., Canvas, SharePoint, etc.) and the school’s website. Help in the collection and dissemination of data used for Student Review Days. Assist with the production of CGU Bulletin and SES Handbook(s) that are aligned to each other and SES practices. Complete other duties and tasks assigned by the (Academic) Program Manager related to scheduling, student and faculty communications, and other student support services at the university. (45%) Providing clerical and administrative support to the Administrative Manager . While working under the direction and support of the Administrative Manager, you will: Help with the planning and execution of SES and CGU events, including but not limited to lectures, orientations, recruitment events, commencement, awards ceremonies, etc. Might involve room setup; food preparation; event clean-up; arranging participant travel; preparing publicity materials, presentation materials, agendas, or other materials; manning registration tables; taking pictures. This may include some evening and weekend hours. Help to manage calendar for SES lectures, defenses, faculty meetings, and events. Provide logistical support for these events as needed. Support the fiscal administration of the School through the accounts payable, payroll, and financial aid functions related to the School’s operating and grants budgets. You will assist in the submission of forms for payroll, invoices, and employee reimbursements. This necessitates attention to detail and an ability to work with CGU’s e-tools (WorkDay, PeopleSoft, Excel, etc.) Support in the preparation and processing of financial documents, such as purchase requisitions, spend authorizations, credit card reconciliations, and cash deposits. Support the processing of adjunct contracts. Compilation, dissemination, and archiving of documents and records for internal use or for external bodies. Complete other duties and tasks related to events, archiving, and/or budgetary tasks assigned by the (Academic) Program Manager. (10%) Other clerical and administrative duties. In this capacity, you will: Serve as the central communications coordinator by answering telephones, receiving, and screening visitors, managing school email inboxes, collecting, and distributing non-electric mail, and disseminating SES content and updates. Exercise judgment, tact, and discretion in response to phone calls, emails, in-person visits from stakeholders, and posting content to internal sites. Type, photocopy, and scan letters, memoranda, reports, and other materials, as requested. Assist the Dean and/or the Associate Dean with regular program and University business processes. Provide clerical support to the Dean and/or Associate Dean. Support special projects. Help maintain the ascetics and function of the SES’s spaces/offices. Order office supplies as needed. Keep the office machines (copiers, printers, scanners, etc.) in working order (unjammed, stocked with paper, full of toner, etc.). Involves working with CGU’s IT or other units if machines need repair. Other Duties as Assigned The duties and responsibilities described above are not intended to be an exhaustive list. The employee may be assigned additional duties, projects, or responsibilities that are reasonably related to the position and consistent with the needs of the department, school, and University. REQUIRED KNOWLEDGE, SKILLS, & 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. Strong computer skills, including proficiency with Microsoft Office, Adobe Pro, and electronic file management; ability to learn additional applications and/or enterprise systems, including PeopleSoft, Canvas, Slate, Workday, Microsoft Teams and SharePoint, Qualtrics, and possibly others. Excellent oral and written communication and interpersonal skills. Ability to understand and apply university guidelines and policies. Ability to work effectively with a diverse group of faculty, staff, and graduate students. Excellent organizational skills in a multi-task and fast-paced environment. Strong critical thinking skills to navigate new situations and take initiative. Professional attitude, positive outlook, diplomacy, confidentiality, and discretion are required. Ability to work independently with minimal supervision and, simultaneously, to serve effectively and collaboratively as a member of a team. Commitment to the goals, vision, and values of CGU’s School of Educational Studies. REQUIRED QUALIFICATIONS: Graduation from high school plus one-year additional education and training, or any combination of education, training or experience that provides required knowledge, training, and ability. 3-4 years experience required in general office positions of increasing responsibilities, preferably in an academic institution. Word processing experience required. LICENSES / CERTIFICATES : (If Applicable, i.e. driver's license) PREFERRED QUALIFICATIONS: Previous work experience in an educational institution. HOURS : Work Schedule The regular work schedule for this position is Monday through Friday, 8:30 a.m. to 5:00 p.m. This positiorn is primarily on-site. Upon successful completion of the probationary period and with supervisor appoval, the incumbent may be eligible to work remotely for (1) day a week. Hours and work location may vary based on departmental and University needs. To support operational, academic, and institutional priorities, the incumbent may be required to work evenings, weekends, holidays, Commencement activities, student events, orientations, accreditation visits, and other special programs or events. Any work performed outside the regular schedule must be approved in advance and recorded in accordance with University policies and applicable wage and hour laws. CLASSIFICATION AND STATUS : Temporary, Full-time, Non-Exempt (Hourly), Benefits-eligible. Physical Activities Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like. ☐ Never ☒ Occasionally ☐ Constantly Moving self in different positions to accomplish tasks in various environments including tight and confined spaces. ☐ Never ☒ Occasionally ☐ Constantly Remaining in a stationary position, often standing or sitting for prolonged periods. ☐ Never ☐ Occasionally ☒ Constantly Moving about to accomplish tasks or moving from one worksite to another. ☐ Never ☒ Occasionally ☐ Constantly Adjusting or moving objects up to 20 pounds in all directions. ☐ Never ☒ Occasionally ☐ Constantly Communicating with others to exchange information. ☐ Never ☐ Occasionally ☒ Constantly Repeating motions that may include the wrists, hands and/or fingers. ☐ Never ☐ Occasionally ☒ Constantly Operating machinery and/or power tools. ☒ Never ☐ Occasionally ☐ Constantly Operating motor vehicles or heavy equipment. ☒ Never ☐ Occasionally ☐ Constantly Assessing the accuracy, neatness and thoroughness of the work assigned. ☐ Never ☐ Occasionally ☒ Constantly Environmental Conditions Low temperatures. ☐ Never ☒ Occasionally ☐ Constantly High temperatures. ☐ Never ☒ Occasionally ☐ Constantly Outdoor elements such as precipitation and wind. ☐ Never ☒ Occasionally ☐ Constantly Noisy environments. ☐ Never ☒ Occasionally ☐ Constantly Hazardous conditions. ☒ Never ☐ Occasionally ☐ Constantly Poor ventilation. ☒ Never ☐ Occasionally ☐ Constantly Small and/or enclosed spaces. ☒ Never ☐ Occasionally ☐ Constantly No adverse environmental conditions expected. ☒ Never ☐ Occasionally ☐ Constantly Physical Demands Sedentary work that primarily involves sitting/standing. ☐ Never ☐ Occasionally ☒ Constantly Light work that includes moving objects up to 20 pounds. ☐ Never ☒ Occasionally ☐ Constantly Medium work that includes moving objects up to 50 pounds. ☒ Never ☐ Occasionally ☐ Constantly Heavy work that includes moving objects up to 100 pounds or more. ☒ Never ☐ Occasionally ☐ Constantly EEO Statement: Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. 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. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels. 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. Successful completion of criminal background and DMV checks required for final candidate.