Administrative Assistant

Claremont, CA

Job Posting Title:

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Director of Faculty Support Services, the Administrative Assistantprovides assistance to the DirectoroftheHumanitiesInstitutebysupervisingandcoordinatingtheadministrative activitiesoftheHumanitiesInstitute.

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 andsupervisethe administrativeoperations of the ScrippsCollegeHumanitiesInstitute.
• ParticipateinplanningoffutureInstituteevents.
• Attend and staffInstitute Advisory Committeemeetingsproviding necessary documentation,reports,anddatafor planningdiscussions.
• Act asliaison with appropriatefacultyandstaffof the colleges,administrativeoffices, committees, andoutsidesources for conducting andplanningprograms of the HumanitiesInstitute,including maintaining a calendar of eventsandrelatedactivitiessponsoredbytheHumanitiesInstitute,assistinginplanningHumanities Institute events, planning and implementing traveland lodgingarrangements forInstituteguests,coordinatingroomreservationswithmastercalendar,planningmealsandreceptions,trackingattendeereservations.
• AssistDirectorincoordinationandimplementationofInstituteJuniorFellowshipProgram,
• Writereports,meetingminutes,correspondence,andotherdocumentsasneeded.
• Coordinate production and disseminationof publicity andpromotionalmaterialforInstitute events, coordinatingwiththe Scripps CollegeMarketing andCommunications Officeforeventpublicity; coordinate publicity through College website and social media outlets.
• Inform faculty,students,andadministration at The Claremont Colleges, andthebroader Claremontcommunity ofprogrammingsponsored bytheHumanities Institute.
• MaintainingroutinefilesandrecordsfortheHumanitiesInstitute.
• Participateinannualbudgetpreparations,monitorInstituteoverfiscalyear,pay invoices, ordersupplies, and reimburse expenses asappropriate.
• Hire,train andsupervisework-studystudents.
• Perform other duties as assigned.
• Active support for the College's Principles of Community and Principles of Diversity in the performance of jobduties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

Individuals must possess knowledge, skills and abilities 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.

• Ability to do research and produce reports.
• Experience working with budgets.
• Excellent written and oral communication skills, exceptional organizational and administrative skills, and must be able to manage multiple tasks simultaneously in a complex institutional environment.
• Ability to manage and prioritize multiple projects in various stages.
• Demonstrated proficiency with database management systems.
• Ability to work independently and as part of a team.

EDUCATION AND EXPERIENCE:

Graduation from high school or any combination of education, training or experience that provides the required knowledge, skills, and ability.

Experience with Word, Excel, Adobe Suites, WordPress, Canva, and social media platform posting is preferred.

None.

HOURS&CLASSIFICATIONANDSTATUS:

This position is a regular status, part-time (30 hours per week), 10-month, non-exempt and benefits eligible. Occasional evening and weekend event duties are required.

The regular hours of this position are Monday-Friday 9:00 am-4:00 pm. Hours may vary due to the needs of the College or department.

Hourly rate range: $20.00-$22.00. 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.

Supervises student employees.

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.