PRIMARY PURPOSE/GENERAL DESCRIPTION: This position reports directly to the Dean of Students and provides support, plans, and organizes various programs, activities, and projects that reside within Student Services. The principal function of this position is to, directly assist the Dean of Students, by providing day-to-day functioning as the administrative assistant in Student Services.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
Schedule appointments, meetings, social engagements, University and community functions with individuals and groups for the Dean of Students. Keep calendars up-to-date and coordinate with other assistants for committee meetings and standing meetings. Write in final form, or draft for further review, confidential correspondence for the Student Services Office covering a wide array of administrative topics and responsibilities. Route incoming correspondence to the appropriate administrative or academic office that which does not require the personal attention of the Dean of Students. Have a thorough understanding of all University policies and procedures. Arrange interview committees for open positions within Student Services and coordinate the interview(s). Make travel arrangements for the applicant if they are flying in or traveling a distance. Coordinate new employee onboarding. Includes but is not limited to: request email and other network accounts relevant to the position; add to appropriate distribution lists; orient on budgetary policies and procedures such as, pre-approval, reimbursement, and supplier invoicing (payment) processes; assist with preparing office space, phone line, business cards, office supplies, office furniture, etc. Maintain office supplies inventory for all Student Services departments by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Orders business cards for employees. Perform records management by overseeing the electronic and hardcopy filing systems, create files and records as necessary using judgment and knowledge of office and University requirements, update files and records, determine retention and purging schedules, and retrieve files and documents as needed. Enforce University policies while making reservations for designated institutional spaces using EMS. Manage all phone lines and voicemail setups. Attend Student Academic Services (SAS) meetings, take meeting minutes, and post meeting minutes to the portal SAS community. Work with the Dean of Students to set up yearly schedule and communicate with relevant staff across the University. Send out monthly agenda and meeting reminders. Attend other relevant meetings and take meeting minutes.
Provide operational budget support to the Dean of Students. Monitor departmental operating budgets to ensure that departments stay within set budget limits. Provide budget reports to Directors and Student Services leadership team upon request. Communicate all budgetary problems to the Dean of Students and ensure that the departments abide by all relevant Student Services and University Policies and Procedures. Process payments to vendors and journals using WorkDay. Process pre-approval purchasing requests. Reconcile University purchase cardholders' bank statements at the beginning of each month. Process requests for student payroll checks and other payroll checks as needed. Request advances; process cash deposits; and fill out and submit other budgetary forms as needed. Troubleshoot budgetary problems in WorkDay.
When requested to do so by the Dean of Students, provide back-up support to the Student Life, Diversity, and Leadership Coordinator with domestic student health insurance and international student accidental and emergency insurance plan processes (e.g., keep roster up to date, send roster to ISO to enroll students in plan (normally done at the beginning of each semester), etc.). Provide administrative/clerical support to the Dean of Students to assist in coordinating reasonable accommodations for students who require disability services under ADA. Ensure students are registered appropriately via AIM (the official registration system for requesting and receiving academic accommodations) and ensure that the Student Disability Resource Center (SDCR) has appropriate information for all registered students. Responsible for the moderation of all student email communications. Arrange student grievance hearings with faculty, students, and staff members. Coordinate with Campus Safety to obtain temporary parking permits for CGU students that are taking classes at the undergraduate schools. Facilitate student employee onboarding and training. Provide oversight to student employees within Student Services.
Other duties as assigned by supervisors or Student Services leadership team, which includes the EVP and Provost and the Students Services Directors.
NON-ESSENTIAL FUNCTIONS: N/A
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: The Student Services Coordinator is responsible for creating a pleasant and helpful atmosphere for the office and ensuring that all the constituents gain a favorable impression of the University and of the office. Much of the communication is of a highly sensitive and confidential nature and must be handled with the utmost discretion, tact, courtesy, and diplomacy. S/he must be proficient in the use of technology, including software such as Word, Excel, PowerPoint, and Outlook. Some familiarity with project management tools, such as Smart Sheets and communication platforms such as Zoom. Must be comfortable working with a Student Information System such as PeopleSoft. The coordinator is expected to contribute positively to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other diverse cultures or backgrounds. Must have the ability to multi-task and prioritize responsibilities, must have excellent communication skills, and must display good judgement.
EDUCATION: Bachelor's degree preferred, or any combination of education and experience that provides the required knowledge, skills and abilities.
EXPERIENCE: A minimum of five to six years of Administrative Assistant/Office Coordinator experience.
LICENSES / CERTIFICATES: N/A
OTHER PREFERENCES: N/A
UNIFORM REQUIREMENT: N/A
HOURS: The regular hours for this position are 8:30 a.m. - 5:00 p.m., Monday - Friday. This position is on site with the flexibility to work remotely up to 2 days per week with supervisor approval.
CLASSIFICATION AND STATUS: This is a (full-time), 12 month, Non-Exempt level position. Benefits-eligible.
SUPERVISORY RESPONSIBILITY: N/A
REPORTS TO: Dean of Students & Campus Life
Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like. Never Occasionally Constantly
Moving self in different positions to accomplish tasks in various environments including tight and confined spaces. Never Occasionally Constantly
Remaining in a stationary position, often standing or sitting for prolonged periods. Never Occasionally Constantly
Moving about to accomplish tasks or moving from one worksite to another. Never Occasionally Constantly
Adjusting or moving objects up to _10_ pounds in all directions. Never Occasionally Constantly
Communicating with others to exchange information. Never Occasionally Constantly
Repeating motions that may include the wrists, hands and/or fingers. Never Occasionally Constantly
Operating machinery and/or power tools. Never Occasionally Constantly
Operating motor vehicles or heavy equipment. Never Occasionally Constantly
Assessing the accuracy, neatness and thoroughness of the work assigned. Never Occasionally Constantly
Low temperatures. Never Occasionally Constantly
High temperatures. Never Occasionally Constantly
Outdoor elements such as precipitation and wind. Never Occasionally Constantly
Noisy environments. Never Occasionally Constantly
Hazardous conditions. Never Occasionally Constantly
Poor ventilation. Never Occasionally Constantly
Small and/or enclosed spaces. Never Occasionally Constantly
No adverse environmental conditions expected. Never Occasionally Constantly
Sedentary work that primarily involves sitting/standing. Never Occasionally Constantly
Light work that includes moving objects up to 20 pounds. Never Occasionally Constantly
Medium work that includes moving objects up to 50 pounds. Never Occasionally Constantly
Heavy work that includes moving objects up to 100 pounds or more. Never Occasionally Constantly
At Claremont Graduate University, the health and safety of our community is a top priority. Claremont Graduate University has adopted a policy of requiring all employees to show proof of being fully-vaccinated, based on applicable federal and state law. If offered the role, within two weeks of the hire date, the candidate will need to provide proof of vaccination, qualify for an appropriate exemption, or otherwise be in compliance with the current applicable federal, state and local laws to be exempt from being fully-vaccinated.
Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment 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. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.
This job description defines the essential or fundamental job duties of the employment 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 I of the Americans with Disabilities Act.
Successful completion of criminal background and DMV checks required for final candidate.
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.