This position is responsible for performing a broad range of administrative duties for the Kravis Lab for Social Impact and Berger Institute. Work involves the administrative assistance necessary in organizing on-campus events, off-campus retreats and other programs; monitoring the reimbursements, balances, and distribution of budgets; some supervising of student staff and other research personnel with respect to hours and in general coordinating student activities and all other operations pertaining to assistance for Kravis Lab and Berger Institute.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
Reporting to the Directors of Kravis Lab for Social Impact and Berger Institute, performs or works independently and collaboratively to perform the following essential duties and responsibilities:
Both Kravis Lab and Berger Institute
Assist in planning and implementing Lab and Institute programs: speakers, conferences, visiting professors and diplomats, and on and off campus retreats and activities. Includes reserving housing and related accommodations, travel, coordinating with other cosponsors, academic departments, institutes, media relations, caterers, event production, etc.
Supervise students in their event hosting and research activities with respect to: hours, billing, and available funding.
Maintain the general accounting information to include: processing bills, processing time sheets, monitoring the budget, and reviewing and monitoring the monthly accounts received from the College, research and prepare budget forecasts, various grant and project reports.
Adhere to the director’s calendars and provide administrative support to the director(s);
General office duties: monitor and order office supplies, answer phones, process various reports, fax, copy and file, and prepare mailings.
Prepare for meetings, take and transcribe minutes of meetings for approval.
Maintain and update the Lab’s and Institute’s electronic and physical data files.
Manage fiscal operations including monitoring expenses and income budgets for the center general fund, grants and special projects; student fellowships, awards and prizes; coordinate off-campus student conference participation.
Oversee, manage, and perform other related administrative services in support of the center’s function and mission as needed (e.g. maintaining and updating website).
Provides liaison with faculty, other institutes, departments, committees, and students
The successful candidate will also be able to perform the following essential functions including:
Take and follow directions.
Work cooperatively with others.
Receive and respond appropriately to constructive criticism.
Display a positive attitude.
Balance multiple tasks and priorities
Performs other essential duties and tasks specific to the position.
Any combination of education, training and/or experience equivalent to High School Diploma or GED that provides the required knowledge, skills and ability.
A minimum of two to three years of office experience with increasing responsibility is required, preferably in an academic institution. Knowledge of accounting procedures is preferred.
A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.
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.
Deploy professional skills in communication, conference logistical management, processing payments for outside vendors and independent contractors, and supervision of student workers, in collaboration with colleagues, to best promote the College’s strategic interests.
Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, customer service and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
Operate computers proficiently with basic Microsoft Office software (such as Word, Access, Power Point, Excel and Outlook) and associated professional software (such as Workday). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality. Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
Use strong organizational and time management skills to complete work with accuracy and a keen attention to detail.
Ability to maintain accurate files and records.
Ability to work with numbers.
Ability to take initiative and be self-directed.
Ability to take and follow directions.
Ability to work cooperatively with others.
Ability to receive and respond appropriately to constructive criticism.
Ability to display a positive attitude.
Ability to multitask.
The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Approximately 35 hours/week with Kravis Lab and 5 hours/week with Berger. Time commitment per each office will vary.
Overtime, holiday, weekend and evening work hours may be required. Overnight travel may be required.
Regular hours may vary due to needs of the College or division. This is a 12-month position.
CLASSIFICATION AND STATUS:
This is a non-exempt position.
This is a regular, full-time position.
This is a benefits-eligible eligible position.
Physical Requirements: Light (up to 20 lbs.)
SUPERVISORY RESPONSIBILITY: Will supervise student employees.
GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.
BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with 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).
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 College will review this job description and make changes of business necessity.
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, (909) 621-8490. 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.
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) 621-8490 or email@example.com for assistance.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.