Administrative Assistant

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Director of Faculty Support, the Administrative Assistant performs a range of administrative and clerical duties for Scripps College faculty. Duties and responsibilities are varied and often confidential in nature. Requires knowledge of the organization, its policies, procedures and personnel, and expertise in a variety of computer software programs. 

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. 

• Provide general assistance to faculty in preparation of material for coursework and research, to include syllabi, exams, research manuscripts, photocopying handouts, advertisements for campus events, and any other related duties as may be required. Will organize and publicize campus events such as lectures, workshops, and talks.
• Compile and prepare all correspondence for meetings and committees, taking minutes of meetings.
• Provide administrative assistance for faculty searches including establishing files (hard copy and/or electronic) and databases of applicants, maintaining response data, planning for candidate visits, and other search-related duties.
• Act as liaison with appropriate faculty and staff of the colleges, administrative offices, committees, and outside sources for conducting and planning events, including maintaining a calendar of events and deadlines, planning and implementing travel and lodging arrangements for guests, coordinating room reservations with mastercalendar, planning meals and receptions, tracking attendee reservations.
• Coordinate production and dissemination of publicity and promotional material for events, coordinating with the Marketing and Communications office for event publicity,
• Coordinate publicity through College website and social media outlets, 
• Inform faculty, students, and administration at The Claremont Colleges, and the broader Claremont community, of' programming sponsored by departments,
• Process and approve timesheets for student employees. May assign work to work-study students or temporary employees in a non-supervisory capacity.
• Assist faculty with monitoring budget expenditures, tracking expenses and running balances, including processing reimbursements and invoices.
• Maintain and update academic files and records for multiple departments.
• Respond independently to inquiries by students and others requiring knowledge of department policies and guidelines.
• Perform other essential duties and tasks specific to the position.
• Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES;

Individual must possess knowledge, skills, and ability to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential function will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. 

• Proficient in word processing and spreadsheets, to include Microsoft Office, Excel, Adobe and other computer software programs including database management systems.
• Excellent organizational skills.
• Excellent written and verbal communication skills for correspondence, projects, and reports.
• Ability to interact well with a diverse faculty, staff, and student population.
• Experience with working with budgets.
• Excellent judgment and the ability to work with confidential information.
• Experience with WordPress, Canva, Adobe Suites, and social media platforms is desirable.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

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

Four or more years of experience in positions of increasing responsibility is preferred.

LICENSES / CERTIFICATES:

None.