Administrative Assistant

Administrative Assistant

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.

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.

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 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 9