Administrative Assistant Job at Scripps College in Claremont

Administrative Assistant

Claremont, CA

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Assistant to the Vice President for Student Affairs/Dean of Students (VPSA/DoS), the Administrative Assistant coordinates the daily operations of the Dean of Students Office and serves as the primary receptionist/greeter. This position is responsible for responding to a variety of inquiries via in-person, phone, or email from students, faculty, staff, parents, and the general public. This position also provides general information, assistance, and customer service related to student support, campus activities, and the Dean of Students Office.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

• Coordinate the daily operations of the Dean of Students Office. Serve as the primary receptionist/greeter and administrative contact for the Dean of Students' office.
• Respond to various inquiries via in-person, phone, or email from students, faculty, staff, parents, and the general public.
• Monitor and upkeep the front desk and hospitality areas to support a positive visitor experience. Sort and distribute office mail and deliveries.
• Responsible for managing office inventory/supply orders, equipment maintenance, and the Division phone reference document.
• Responsible for managing reservations for the Dean of Students Office conference room.
• Monitor email inboxes for the Dean of Students Office for inquiries and providing appropriate responses as needed; and the All-Student listserv inbox for distributing approved communications to the student body.
• Prepare and distribute Claremont Colleges Services toolkit/communications information.
• This position performs calendaring and broad administrative support for the Assistant Vice President for Student Affairs (AVPSA), including managing access to the CARE@Scripps email inbox.
• Assist with processing student employment documents, with direction from the Assistant Vice President.
• Create and maintain student files and leave of absence requests in third-party software systems such as Maxient (case management) and Box (cloud storage) under the direction of the AVPSA.
• Process invoices and purchasing card transactions for the three Student Affairs leaders: Title IX and Civil Rights Coordinator, Director of the EmPOWER Center, and Assistant Dean/Director of Case Management.
• Create, update, and maintain content for the Division of Student Affairs website and publications.
• Assist with signature Division of Student Affairs and/or College events such as New Student Programs & Orientation, Admitted Student Days, and Commencement.
• Serve as back up to the Assistant to the Vice President for Student Affairs and Dean of Students, including scheduling and calendaring.
• Other duties as assigned.
• Active support for the College's Principles of Community and Institutional Values in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

• Demonstrate a high degree of professionalism, confidentiality, and initiative.
• Excellent written and verbal communication skills, strong interpersonal skills with faculty, students, staff, and alums.
• Competency with Microsoft Office and desktop publishing software; strong attention to detail and well-developed organizational skills. Demonstrate an understanding of the use of technology to support the Dean of Students Office initiatives and projects.
• Ability to maintain confidentiality and manage sensitive student issues.
• Ability to accurately compose written correspondence and develop reports having excellent knowledge of business writing procedures.
• Knowledge of general fiscal management to process invoices, payroll-related matters, and purchasing card transactions.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

High school diploma, or any combination of education and experience that provides the required knowledge, skills and ability to perform the job. Previous experience in an office setting and/or in student services at a college/university is preferred.

LICENSES / CERTIFICATES:

None.

OTHER:

HOURS & CLASSIFICATION AND STATUS:

This is a regular status, full-time, benefits-eligible, non-exempt position. The regular hours for this position are Monday-Friday 8:00 am-5:00 pm. Regular hours may vary due to the needs of the College or division. May be required to work holiday, weekend, and evening hours, on occasion, as required by the division and the College.

Hourly rate range: $20.00-$22.25. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.

PHYSICAL AND MENTAL REQUIREMENTS:

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

AT-WILL EMPLOYMENT:

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.