Administrative Assistant

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 Assistant

Job Details and Requirement:

BASIC FUNCTION:

The Administrative Assistant serves as the frontline point of contact for the Office of Human Resources and provides exceptional customer service to all employees, external contacts, and visitors to the office when responding to inquiries and incoming communications by phone, email, and in-person. This position provides comprehensive administrative support including, but not limited to, accurate data entry and records management, processing invoices and payments, budget tracking and support, preparing and sending general correspondence, and ordering and maintaining office supplies. The Administrative Assistant also leads the planning for department events and all-staff meetings in collaboration with campus colleagues and departments and provides secondary administrative support for ergonomic evaluations, recruiting, and hiring. This position requires a high level of discretion and professionalism in managing private and confidential information.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Associate Vice President and Chief Human Resources Officer, the Administrative Assistant performs the following essential duties and responsibilities:

• •Maintain and update faculty, staff, and temporary worker information in Workday, including contact information, building access, telephone directories, meal plans, hiring practices, performance reviews, and approving self-service changes.
• •Maintain employee files and I-9 records in Workday, Box, and other records management platforms.
• •Process hiring and onboarding tasks in Workday, prepare new hire packets, submit and monitor background checks, and coordinate onboarding logistics with ITS, Facilities and Campus Services, and the Connection for computer setup, access, and meal privileges.
• •Respond to routine candidate inquiries regarding open positions, applications, and application status.
• •Notify departments of new hires, rehires, and terminations.
• •Prepare faculty transition and retirement letters.
• •Process faculty, staff, and temporary worker terminations and initiate related tasks including scheduling exit interviews, compiling exit interview packets, and coordinating final checks.
• •Support the staff salary letter processes.
• •Process expenses, invoices, tuition remission applications, special payment authorizations, and other payments. Monitor and support related budgets.
• •Manage the Office of Human Resources inbox and phone, respond to inquiries or route as needed in a timely manner, and welcome visitors to the office.
• •Maintain the Office of Human Resources department calendar.
• •Draft and distribute communications regarding benefits, job changes, meetings, events, and announcements.
• •Lead the planning and management of the Office of Human Resources meetings and events including ordering items and awards, making catering arrangements, drafting communications and graphics, coordinating with sponsors and vendors, and collaborating with various College departments.
• •Maintain accurate data records and disseminate various lists, spreadsheets, and reports including annual staff holiday, convocation, and service awards and recognitions; database reports; and invitation lists.
• •Oversee the Rideshare Transportation Reduction incentive Program (TRiP) including preparing and distributing monthly Rideshare memo and form, processing Rideshare reimbursements and serving as main point of contact for the Rideshare program.
• •Cross train and provide secondary support for ergonomic requests, scheduling ergonomic assessments, and ordering ergonomic supplies.
• •Monitor and reorder office supplies as needed.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate must be able to perform 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.
• •Perform other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS & SKILLS:

EDUCATION : A high school diploma, GED, or any combination of education and experience that provides the required knowledge, skills, and abilities is required.

EXPERIENCE: A minimum of two years of experience as an administrative assistant or a similar administrative support role is required. Experience in higher education and/or human resources is preferred.

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.

• •Ability to maintain confidentiality and professionalism at all times.
• •Ability to regularly use various computer software and functions including, but not limited to, Microsoft Office (Excel, Word, Outlook), Workday, and other technology as needed such as copy, scan, fax, and postage machines.
• •Strong writing, reading, and proofing skills.
• •Ability to write correspondence and mail merge using multiple-field databases.
• •Knowledge of Human Resources functions, compliance and processes preferred.
• •Ability to work independently with minimal supervision.
• •Ability to meet and prioritize deadlines, work in a fast-paced environment, multi-task, and input data accurately.
• •Ability to display a high level of customer service skills including the ability to problem solve, deescalate various situations, troubleshoot, assist and inform as needed.
• •Bilingual English Spanish is strongly preferred.

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday through Friday. Overtime, holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the College.

CLASSIFICATION AND STATUS: This is a regular, full-time, 12-month, non-exempt, benefits-eligible position.

Supervisor – AB1825: No

Mandatory Reporter – CA Penal Code: Yes

Responsible Employee – Title IX: Yes

Campus Security Authority – The Clery Act: Yes

IPEDS Category Job Code: 43-0000 - Office and Administrative Support Occupations

PHYSICAL REQUIREMENTS: Moderate (up to 30 pounds)

APPROXIMATE PAY RANGE: $22.00 - $24.00 per hour

Claremont McKenna College offers employee benefits that include health, dental, and vision plans; flexible spending accounts; health savings accounts; paid vacation, sick, and holiday time; retirement benefits; basic and voluntary life insurance; dependent tuition remission; ride-share incentives; and more.

SUPERVISORY RESPONSIBILITIES: None

REPORTS TO: Associate Vice President and Chief Human Resources Officer

GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the offi