ABOUT THE POSITION:The Administrative and Events Coordinator at the Claremont Colleges Services (TCCS) performs a broad range of secretarial, administrative, and technical assistance functions for an administrator; required to control the release of sensitive information and to exercise frequent independent judgment within the assigned areas of responsibility, with the latitude for initiating action on behalf of the supervisor under the general supervision of the Office of Black Student Affairs (OBSA) Dean and Associate Dean. Oversee general operations of the office including bill paying, ordering and maintaining supplies and inventories. Assist in development and implementation of office procedures. Monitor office/building maintenance to ensure repairs re reported to proper offices and completed in a timely manner. Maintain office electronic files, databases, and listservs. Publicize office events and activities, creating notices to be distributed throughout The Claremont Colleges(TCC).
ESSENTIAL FUNCTIONSThe following are the fundamental duties and responsibilities of this position which the incumbent must be able to perform to fulfill the purpose and requirements of this position.OBSA Administration and Programming Support
- Assist in the development and preparation of reports, budgets, and assist in the monitoring of budget expenditures, research variances and discrepancies, and recommend changes to budget accounts; prepare and process purchase orders and requisitions.
- Assist in maintaining Work Study documents and processes.
- Work closely with the OBSA team on tasks/projects required to main efficient functioning of the Office, including timely follow-up with other assignments or information requested
- Serve as an OBSA representative on TCC committees as assigned Assist with special projects and carry out other duties as assigned
- Under the general guidance of the Dean and Associate Dean, the AEC will plan and coordinate all arrangements and logistics for activities, programs, and large-scale events sponsored by the Office, such as the monthly social lunches, the annual Martin Luther King, Jr. commemoration, and the annual Black Graduation Celebration.
- Assist with coordinating training to student staff.
- Provides general support to TCCS contacts and TCC community.
- Coordinate technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer, and software usages.
- Coordinate activities and events for OBSA and arrange for ancillary services.
- Maintain updated knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs, and services to ensure compliance.
General Office Support
- Monitor office/ building maintenance to ensure that repairs to interior and exterior areas are reported to the proper offices and completed in a timely manner.
- Organize office systems; recommend policies, procedures, and program activities.
- Maintain calendars, schedule appointments, arrange committee meetings.
- Participate in office goal setting and committees as assigned
- Maintain office records and data, type, edit, and format a variety of administrative materials; compose correspondence from general instructions; may take and transcribe dictation and prepare meeting minutes.
- Assist with the general operations of the OBSA office including, sort and distribute mail; answer phones; screen and route calls and visitors; provide information to staff, students, and the public regarding OBSA programs and functions.
- Performs other related duties as assigned.
QUALIFICATIONSEducation/Training:
- A high school diploma or the equivalent.
Experience:
- Two to four years experience in a role with similar administrative and/or event coordinating responsibilities.
Competencies:
- Strong written and verbal communication skills in English, including the ability to write with proper grammar, spelling, and business etiquette.
- Manage multiple priorities and deadlines effectively and with attention to detail.
- Interpersonal and customer-service skills
- Ability to work with diverse student, staff, and faculty populations
- Ability to work accurately and maintain productivity in a fast-paced work environment
- Good organizational, time management and problem-solving skills
- Ability to work well independently as well as part of a team
- High degree of discretion, judgment, tact and poise
- Dependability, strong work ethic, and a positive attitude.
Preferred Qualifications:
- Experience in event coordinating at an institution of higher education.
- Bachelor's degree from an accredited institution.
Work Schedule: The regular hours for this temporary, full-time position are 40 hours scheduled from 8:00 a.m. to 5:00 p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to the needs of the organization or business unit.
COMPENSATIONPay: The hourly rate for this position is commensurate with the duties, responsibilities, and qualifications required for the position. The pay for this position is $29 per hour.Benefits: Due to the temporary nature of this position it is only eligible for the following benefits: California Sick Leave, workers' compensation, disability, Medicare, and social security, subject to the terms and conditions in the plan documents/policies.
PHYSICAL REQUIREMENTSSedentary work that primary involves sitting and standing: ConstantlyFrequentlyOccasionallyNeverActive work that primary involves standing and walking: ConstantlyFrequentlyOccasionallyNeverLight work that involves moving objects weighing up to 10 pounds: ConstantlyFrequentlyOccasionallyNeverMedium work that includes moving objects weighing up to 25 pounds: ConstantlyFrequentlyOccasionallyNeverMedium work that includes moving objects weighing up to 40 pounds: ConstantlyFrequentlyOccasionallyNeverHeavy work that includes moving objects weighing up to 50 pounds: ConstantlyFrequentlyOccasionallyNeverOperate a computer or other work requiring repetitive movement of wrists, hands, & fingers: ConstantlyFrequentlyOccasionallyNeverOperate a street legal golf cart, a company automobile, or other heavy machinery: ConstantlyFrequentlyOccasionallyNeverRead or write electronic or printed materials: ConstantlyFrequentlyOccasionallyNeverCommunicate verbally in person, by phone or another device: ConstantlyFrequentlyOccasionallyNeverMoving body into different positions to work down low, overhead, or outward: ConstantlyFrequentlyOccasionallyNeverWork involving climbing ladders, stairs, scaffolding, or similar: ConstantlyFrequentlyOccasionallyNeverWork in various environments including low, high, tight, low-ventilation, or confined spaces: ConstantlyFrequentlyOccasionallyNeverWork indoors in climate-controlled spaces: ConstantlyFrequentlyOccasionallyNeverWork outdoors in various weather conditions: ConstantlyFrequentlyOccasionallyNeverWork in a noisy environment: ConstantlyFrequentlyOccasionallyNever
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 Claremont Colleges Services will review this job description and make changes of business necessity. TCCS reserves the right to modify job duties or assign additional duties as needed.
ADA/OSHA:This job description defines the essential job duties of this position. The Claremont Colleges Services expects 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 I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
Equal Opportunity Employer:TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim of having the best available person in every job. TCCS prohibits discrimination based on all characteristics protected by federal, state, or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.