Administrative associate

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.

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.

Last updated : 2024-06-13

Salary : $22 - $24