The Administrative Associate supports the day-to-day activities of the Career Services and Sponsored Internships & Experiences Staff within the Soll Center for Student Opportunity. This non-exempt role is the primary front-office assistant, budget & cost management support, and employer relations backup. This position involves daily interactions with students, staff, faculty, and visitors to campus. The nature of the work is highly confidential and requires discretion as well as a high level of ... more details
Equal Opportunity and Nondiscrimination Statement
In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.
Location:
Claremont, CA
Job Posting Title:
Administrative Associate, Career Services
Job Details and Requirement:
BASIC FUNCTION:
The Administrative Associate supports the day-to-day activities of the Career Services and Sponsored Internships & Experiences Staff within the Soll Center for Student Opportunity. This non-exempt role is the primary front-office assistant, budget & cost management support, and employer relations backup. This position involves daily interactions with students, staff, faculty, and visitors to campus. The nature of the work is highly confidential and requires discretion as well as a high level of commitment to quality, attention to detail, and professionalism. This position reports to the Assistant Director of Employer Relations.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
ESSENTIAL FUNCTIONS:
Front Office Administration – Greets visitors and oversees administrative operations of the front desk. Manages reception/check-in activities, receives and directs incoming calls, emails, and visitor traffic (including students, alumni, parents, recruiters, and vendors). Serves as backup receptionist when student workers (Career Services Mentors) are not available. Oversees the interview room request process and conference room bookings. Ensures the office is well-maintained and coordinates issues with the facilities team.
Budget and Cost Management – Provides support to the Assistant Director of Employer Relations regarding all accounts payables for the Career Services Office in Workday. Reconciles purchase card individual expense reports for all staff in Workday. Processes student experiential fellowship payments in Workday. Orders office supplies. Provides back-up to the Assistant Director of Employer Relations with annual budget reporting.
Fellowship and Stipend Payments – Provides support to the Associate Director of the Sponsored Internship and Experiences program by processing student fellowship awards and faculty stipend payments in Workday. Maintains clear communication with the CMC Treasurer’s Office & the Claremont Colleges Financial Services team regarding payment processing questions, issues and status updates.
Employer Relations Support – Provides support to the Assistant Director of Employer Relations with employer, alumni, and parent recruitment coordination and logistics. Assists in the administration of all aspects of Handshake (reviewing & approving job postings, events, interview schedules, and troubleshooting). Ensures iPads are set up for appointment check-ins, processes drop-in appointments, and assists visitors with connecting to the Soll Center Wifi. Coordinates with facilities and other campus partners to book meeting rooms for recruitment events, schedule IT/Media Services personnel, and order/set up event meals.
Assists in other assignments and projects as needed.
QUALIFICATION STANDARDS:
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.
Perform other essential duties and tasks specific to the position.
EDUCATION:
Bachelor’s degree or equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
EXPERIENCE:
A minimum of two or more years of related experience. Experience at an academic institution (ideally higher education) is preferred.
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 accommodations, using some other combination of skills and abilities.
The position requires:
Effective, accurate and clear communication with excellent interpersonal, verbal, written, reading, phone, and customer service skills.
Hands-on experience with processing accounts payables through Workday or similar non-profit focused financial management system.
Proven ability to problem-solve in a fast-paced environment and proactive approach to all aspects of the role.
Demonstrated ability to work with diverse groups and constituents including students, alumni, parents, faculty, staff, employers, trustees, and other guests.
Patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
Project management skills in order to meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics.
Exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.
Excellent computer skills, including Workday, Word, PowerPoint, and Excel, and basic web page maintenance skills.
Familiarity with Handshake and Qualtrics preferred.
REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours may be required Regular hours may vary due to needs of the College or division. This is a 12-month year-round position.
CLASSIFICATION AND STATUS:
This is a regular, full-time, benefits eligible, non-exempt position
ANTICIPATED PAY RANGE:
$22.00 - $24.00 PER HOUR
PHYSICAL REQUIREMENTS:
Moderate (lifting up to 30lbs.)
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.