Administrative Assistant Job at Scripps College in Claremont

Claremont, CA

Job Posting Title: Administrative Assistant

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Director of Faculty Support Services, the Administrative Assistant provides assistance to the Director of the Humanities Institute by supervising and coordinating the administrative activities of the Humanities Institute.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

This information describes the key responsibilities of the position. The list of essential functions below does not include all duties performed by any single incumbent in this position. Perform other duties as assigned.

• Coordinate and supervise the administrative operations of the Scripps College Humanities Institute.
• Participate in planning future Institute events.
• Attend and staff Institute Advisory Committee meetings, providing necessary documentation, reports, and data for planning discussions.
• Act as liaison with faculty, staff of the colleges, administrative offices, committees, and outside sources for conducting and planning programs of the Humanities Institute, including maintaining a calendar of events and related activities, assisting in planning Institute events, and coordinating travel and lodging arrangements for Institute guests.
• Coordinate room reservations, meal planning, receptions, and track attendee reservations.
• Assist the Director in coordinating and implementing the Institute Junior Fellowship Program.
• Write reports, meeting minutes, correspondence, and other documents as needed.
• Coordinate publicity and promotional materials for Institute events, working with the Scripps College Marketing and Communications Office, and manage publicity through the College website and social media outlets.
• Inform faculty, students, administration at The Claremont Colleges, and the broader Claremont community about programs sponsored by the Humanities Institute.
• Maintain routine files and records for the Humanities Institute.
• Participate in annual budget preparations, monitor the Institute's fiscal year, pay invoices, order supplies, and reimburse expenses as appropriate.
• Hire, train, and supervise work-study students.
• Perform other duties as assigned.
• Actively support the College's Principles of Community and Principles of Diversity in job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

• Ability to conduct research and produce reports.
• Experience working with budgets.
• Excellent written and oral communication skills, strong organizational and administrative abilities, and capacity to manage multiple tasks in a complex environment.
• Ability to prioritize and manage multiple projects at various stages.
• Proficiency with database management systems.
• Ability to work independently and collaboratively.

QUALIFICATION STANDARDS:

EDUCATION AND EXPERIENCE:

High school graduation or equivalent, or any combination of education, training, or experience that provides the required knowledge, skills, and abilities. Experience with Word, Excel, Adobe Suites, WordPress, Canva, and social media posting is preferred.

LICENSES/CERTIFICATES: None.

OTHER:

HOURS, CLASSIFICATION, AND STATUS:

This is a part-time (30 hours/week), 10-month, non-exempt, benefits-eligible position. Occasional evening and weekend duties may be required. Regular hours are Monday-Friday, 9:00 am - 4:00 pm, with hours subject to change based on department needs.

Hourly rate: $20.00 - $22.00, based on experience, education, and other factors.

SUPERVISORY RESPONSIBILITY: Supervises student employees.

Work Environment: The work environment is quiet to moderate noise. Reasonable accommodations may be made for individuals with disabilities.

Physical and Mental Requirements:

Must maintain focus amid interruptions, pay attention to detail, and communicate effectively. Physical requirements include sitting, standing, reaching, finger dexterity, and lifting up to 20 lbs.

At-Will Employment:

Employment is at-will, and conditions can change at any time. The College and employees are free to end employment at any time, with or without cause or notice, unless prohibited by law.

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