Reporting to the External Relations and Institutional Advancement (ERIA) Operations Manager, the Administrative Assistant will provide administrative and operational support for the ERIA division. The ideal candidate for this role is organized, proactive, and able to manage multiple tasks and priorities. The Administrative Assistant will work closely with the Operations Manager on division-level projects and operational support, including managing business processes for the Vice President for ERIA. The Administrative Assistant will also work with other administrative assistants in the division as needed to maximize operational effectiveness.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.
Perform and manage routine business processes, including processing department mail and invoices, ordering office supplies, and other tasks.
Draft, proofread, and edit a variety of documents, communications, reports, and presentations.
Track correspondence with constituents as needed using Raiser's Edge NXT, our CRM system.
Serve as the primary liaison with Facilities and IT departments by making requests, organizing office moves, etc.
Schedule and support cross-functional and division-wide meetings, trainings, retreats, etc., by drafting agendas, writing meeting minutes, reserving conference rooms, etc.
Assist in the creation of policies, procedures, and trainings for the division.
Assist with onboarding of new employees.
Support cross-functional projects as needed, including but not limited to Board of Trustees deliverables, vendor projects, event planning, etc.
Support signature events, such as New Student and Parent Orientation, Family Weekend, Reunion, Commencement, and Camp Scripps.
Serve as the primary backup for Operations Manager, supporting the Vice President and ERIA leadership team as needed.
Occasionally provide backup support for other ERIA administrative assistants as needed.
Active support for the College's Principles of Community and Principles of Diversity in the performance of job duties.
Other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:
Individual must possess knowledge, skills, and ability to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential function will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
Knowledge of best administrative practices.
Ability to manage multiple projects and priorities.
Strong communication and writing skills.
Ability to solve problems, think creatively, and create solutions.
Knowledge of Microsoft Office and project management tools and techniques.
Ability to maintain confidentiality.
EDUCATION & EXPERIENCE:
Bachelor's degree preferred or any combination of education, training or experience that provides the required knowledge, skills, and ability to perform the job.
At least one year of experience in an administrative support role is preferred and experience in higher education or other non-profits is preferred.
Knowledge of and/or experience with CRM systems (i.e., Raiser's Edge, Salesforce, etc.) is a plus.
LICENSES / CERTIFICATES:
HOURS & CLASSIFICATION AND STATUS:
This is a regular, full-time, benefits-eligible, non-exempt position.
The regular hours of this position are Monday-Friday 8:00am-5:00pm. Hours may vary due to the needs of the College or department.
Hourly rate range: $19.50-$22.00. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.
Physical and Mental Requirements
Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.
Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
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.