This position is responsible for providing a broad range of administrative functions for and clerical support to the Office of Civil Rights and the CARE Center, directly supporting the departments of Diversity and Inclusion, Title IX, Civil Rights and the CARE Center. Direct supervisor will be the Assistant Vice President of Diversity and Inclusion/ Chief Civil Rights Officer.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
Provide administrative support including, but not limited to, answering phones, email and other correspondence, filing, photocopying, scanning, ordering supplies, and assembling and distributing materials.
Interact with and assist students, greet and direct visitors. Respond to inquiries requiring general knowledge of College policies and guidelines. Refer inquires to the appropriate staff member(s) as needed.
Provide budget assistance including processing supplier invoices, ad hoc forms, journal entries, staff and student reimbursements, submitting deposits, budget tracking and planning expenses, credit card reconciliations, petty cash, and attending monthly budget monitoring check in meetings.
Assist with student employees (Title IX interns and CARE Center Fellows), including HR paperwork, time sheet approvals, and resolving payroll issues.
Ensure the CARE Center space is functional for students, faculty and staff, and keeping the space clean and stocked.
Assist and provide administrative support to the Associate Dean of Diversity and Inclusion and Residential Life, the Title IX Coordinator, and the Assistant Vice President of Diversity and Inclusion/ Chief Civil Rights Officer.
Assist with supervision of student staff.
Provide administrative support for Clery tracking and compliance.
Provide back-up to the other administrative staff in the Dean of Students Office.
Perform other duties as assigned.
DIVERSITY AND INCLUSION/CARE CENTER:
Assist with CARE Center program logistics, including coordinating meal arrangements and check processing.
Prepare and maintain reports for overall traffic and attendance at the CARE Center.
Assist with calendar scheduling and reservation for CARE Center events and meetings.
Manage the maintenance of the Diversity and Inclusion website and monitoring and responding to inquired through the CARE Center email account.
Attend professional development events as it related to diversity and inclusion.
CIVIL RIGHTS (INCLUDING TITLE IX):
Oversees the reservations, set up, and student staff for events and programs, including coordination with facilities and student organizations to ensure needs are met for events and staff is scheduled.
Assist with logistical support for the department and student events including room and facility reservations, set-up & AV needs.
Assist with case management and records keeping regarding highly confidential matters.
Oversee schedules and calendars as well as coordinate meetings.
Assist with the production of educational publications and community outreach information.
The successful candidate will be able to demonstrate the following essential functions:
Take and follow directions.
Work cooperatively with others.
Receive and respond appropriately to constructive criticism.
Display a positive attitude.
Balance multiple tasks and priorities.
EDUCATION: Bachelor’s degree, or any combination of education and experience that provides the required knowledge, skills and abilities.
EXPERIENCE: Three to five years of office experience in positions of increasing responsibility, preferably in an academic institution is required.
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.
Demonstrated commitment to diversity and inclusion and evidenced capacity for communicating across difference.
Word processing proficiency at a minimum rate of 60 WPM. Requires advanced knowledge of IBM hardware and Microsoft Office software (Word, Excel, and Outlook). Ability to create advertising materials using MS Word and/or MS Publisher.
Familiarity with Maxient and Workday is desired.
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.
Read and write legibly as well as follow written and verbal instructions in English. Spell accurately and have a strong familiarity with business writing procedures. Be able to compose written correspondence, memoranda, and reports from semi-finished source materials.
Sort and file alphabetically and by project or subject-related headings.
General knowledge of basic accounting and business mathematics as well as the ability to oversee multiple accounts.
Ability to work comfortably in a fast-paced environment with regular interruptions.
Ability to work independently and use occasional independent judgment for moderate administrative decisions.
REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Occasional overtime, holiday, weekend and evening work hours may be required. Hours may vary due to needs of the College or department.
CLASSIFICATION AND STATUS: This is a full-time, non-exempt level, benefits-eligible position.
IPEDS Category Job Code: 43-0000 Office and Administrative Support Occupation
Physical Requirements: Light (up to 20 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.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.