Administrative Assistant for Student Life

Administrative Assistant for Student Life

The Administrative Assistant for Student Life provides comprehensive administrative and clerical support to the Student Life team within the Dean of Students Office (DOS), with primary support for Student Engagement.

Reporting to Assistant Dean of Students for Student Engagement, the Administrative Assistant for Student Life works both independently and collaboratively to perform the following essential duties and responsibilities:

• Provide budget support, including processing invoices, ad hoc forms, journal entries, reimbursements, deposits, credit card reconciliations, petty cash, and program/applications fees. Assist with budget tracking and expense planning.
• Serve as a first point of contact for students and visitors, greet guests, answer the main DOS phone line, respond to general inquiries, and refer questions to appropriate staff.
• Support student organization operations, including purchases, budget tracking, and equipment checkout.
• Regularly assist students with questions about event planning and student activities.
• Prepare annual reports for Shure and Crown Fund usage.
• Track donor gift usage for student groups and Student Engagement programs and maintain the division-wide gift database.
• Assist with student employee processes (ASCMC positions and Student Engagement student staff), including HR paperwork and stipend payments.
• Oversee the DOS motor pool (three minivans), including approving requests, check-in/check-out, maintenance tracking, insurance and registration, driver authorization requests, gas reconciliation, and GPS tracker maintenance.
• Review event registrations and manage reservations for student spaces and Heggblade meeting rooms.
• Provide logistical support for Student Engagement events.
• Monitor and respond to emails in the Student Engagement general inbox.
• Maintain accurate student travel information for Clery Act reporting.
• Manage digital signage in Collins Dining Hall, The Hub, and Heggblade.
• Oversee ticket sales for local entertainment and office-sponsored events.
• Manage the board game inventory and distribution for student use.
• Manage Dean of Students Office giveaway and merchandise inventory and storage.
• Provide back-up support to other administrative staff in the Dean of Students Office.
• Ensure the Heggblade lobby, conference rooms, and kitchen are clean, stocked, and well-maintained. Coordinate needs with the Executive Assistant for Student Affairs and DOS administrative staff.
• Assist in supervising DOS student office assistants.
• Perform other duties as assigned.

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

The successful candidate will also 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.
• Model best practices that support equity, access, and inclusive excellence.

EDUCATION: Bachelor's degree, or any combination of education and experience that provides the required knowledge, skills and abilities is required.

EXPERIENCE: A minimum of two years of office experience with increasing responsibility is required. Experience at an academic institution is preferred.

LICENSES: A valid driver's license and the ability to be insured under the College's authorized driver's policy are required to drive college-owned vehicles.

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.

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

CLASSIFICATION AND STATUS: This is a regular, full-time, 11-month, non- exempt, benefits-eligible position.

PAY RANGE: The anticipated pay range is $23.00 - $25.00 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 RESPONSIBILITY: None

REPORTS TO: This position reports to the Assistant Dean of Students for Student Engagement

GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the office or department in which they work.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with the requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed 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 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

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. Duties and responsibilities can change and develop over time; accordingly, the College reviews job descriptions on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT : Employment with the College is "at-will" meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, View phone number on click.appcast.io.

All applicants must complete and submit an online application to be considered for an open position.Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual's disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC's discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8