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.
Job Posting Title:
Job Details and Requirement:
The Investment Coordinator provides executive level administrative support on a wide range of issues, projects, programs, events and other matters of importance to the Investment Office. This position represents the Investment Office in communications and interaction with senior staff, trustees, faculty, students, and external constituencies and must have exceptional verbal and written communication skills.
The Investment Coordinator must have the ability to work with financial information and to perform basic spreadsheet analysis. The position works independently and handles highly confidential information. The Investment Coordinator performs a wide variety of administrative and support tasks for the Investment Office. The incumbent is expected to use sound judgment, informed decision-making and must have a concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential and sensitive issues. This position also works cooperatively with other staff members in the Business and Investment Offices to cover phones, greet visitors, backup the Payroll Office, and assist with clerical tasks as necessary.
The Investment Office relies on the Investment Coordinator for scheduling meetings, travel research, phone coverage, adherence to deadlines, analysis of financial data, processing investment manager correspondence, updating investment systems, processing billing invoices, and overall organizational management of policies and procedures within the Investment Office.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
ESSENTIAL FUNCTIONS: Reporting directly to the Vice President and Chief Investment Officer, the Investment Coordinator performs the following essential duties and responsibilities:
Maintain a calendar of annual Investment Office reporting deadlines, meetings, trips, and other activities.
Process incoming physical and electronic correspondence from investment managers; update electronic files, databases, systems, and associated contact lists as appropriate.
Screen incoming Investment Office telephone calls; route active managers and board members to the investment team as appropriate, direct unsolicited sales calls to Investment Office general email account.
Assist the investment team by scheduling meetings, maintaining/updating team calendars, researching travel options, and investment trip preparation.
Process external billing invoices, internal expense/travel reports for the investment team, and monitor departmental budgets.
Greet visitors to the Investment and Business offices, direct traffic as necessary.
Monitor office supplies and reorder as necessary.
Serve as a backup resource for the Payroll Office during surge times and when Payroll staff are absent.
Obtain and serve as the Notary Public for the Investment Office.
Perform other essential duties and tasks specific to the position.
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
Performs other essential duties and tasks specific to the position.
EDUCATION: Bachelor’s degree or equivalent combination of education and experience that provides the required knowledge, skills and abilities is preferred.
EXPERIENCE: Five to seven years of office and administrative experience with increasing responsibility in a complex and multidisciplinary office. Experience at an academic institution or financial office with service to a senior management executive handling highly confidential information is preferred.
LICENSES: A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required. Notary Public, or willingness to obtain the Notary Public designation, 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 organization, process improvement, administrative management, business writing, editorial, and basic accounting, in collaboration with colleagues to best promote the College’s strategic interests.
Is a clear, concise and compelling communicator able to tailor messages to a wide variety of audiences.
Familiarity with basic accounting (invoice processing, etc.) and budgetary procedures and practices.
Ability to exercise a very high degree of independent judgment, tact and discretion in the execution of assigned responsibilities in a position that handles highly confidential material.
Maintain knowledge of College and department policies and procedures.
Able to work independently and take initiative with increasing levels of responsibility.
Proficient in analytical, organizational and time management skills to complete work with accuracy and attention to detail.
Builds strong, trusting relationships across multiple constituents quickly.
Understands the role that support work contributes to the broader team’s effectiveness and the role that one must play across teams to be effective.
Is flexible when priorities and workload shifts dramatically and quickly.
Must have a strong customer service orientation and be eager to seek out answers to challenges and to set up others for success.
Must understand and communicate the mission and history of the College’s liberal arts environment.
Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, phone, and customer service skills. 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 Outlook, Word, Excel, and PowerPoint) 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.
Ability to be dependable, responsible, and trustworthy.
Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s annual goals.
Use exceptional organizational and time management skills to complete work with accuracy and attention to detail.
HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, weekend and evening work hours may be required. 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 position.
PHYSICAL REQUIREMENTS: Light (up to 20 lbs.)
SUPERVISORY RESPONSIBILITY: None
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.
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, (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.