The Claremont Colleges
Faculty Administrative Assistant
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Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.
Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews.
Location: Claremont, CA
Job Posting Title: Faculty Administrative Assistant
Job Details and Requirement:
Department: Office of Dean of Faculty
Supervisor: Sr. Administrative Coordinator for Academic Affairs
GENERAL DESCRIPTION
The Faculty Administrative Assistant performs a broad range of administrative and general office duties in support of the Office of Academic Affairs/Dean of Faculty, the Associate Deans of Faculty, and the faculty. The Faculty Administrative Assistant is supervised by the Sr. Administrative Coordinator for Academic Affairs. Duties and responsibilities are varied, customer service oriented, and often confidential in nature. Requires a high level of confidentiality, poise, good judgment, attention to detail and both independent and collaborative work.
ESSENTIAL FUNCTIONS
- Function as the primary support assistant for faculty and field groups. Also provide support for the Office of Academic Affairs/Dean of Faculty and serve as back-up to the Sr. Administrative Coordinator for department information, field group information, and administrative resources.
- Provide day-to-day administrative and technical support to faculty members and field groups.
- Assist Faculty in preparing reports, presentations, class materials, and other documents.
- Perform data entry; Assist with setup and administration of distributing and collecting course evaluations
- Provide faculty with technical and logistical assistance for virtual and in-person meetings, field trips, and on-campus events. Collect materials such as receipts, forms, and other documents as needed.
- Place work orders for faculty to Facilities & Information Technology and follow-up as needed.
- Learn and maintain knowledge of Field Groups to respond to questions from staff and students relating to Faculty and Field Groups.
- Support tracking of faculty requests and with relevant staff and departments as needed.
- Assist with Pitzer College committee minute-taking support
- Provide support to the Office of Academic Affairs/Dean of Faculty
- Serve as a front-desk representative.
- Learn and maintain knowledge of academic affairs policies and procedures and answer questions about such policies and procedures.
- Assist in the maintenance of department website and faculty web pages as needed.
- Provide assistance to staff and administrators in the Dean of Faculty’s office as needed. Conduct research; develop draft documents; update lists and rosters.
- Under the supervision of the Sr. Administrative Coordination, assist in academic program-based support for offices and programs associated with the Dean of Faculty’s Office such as:
- Associate Dean of Faculty Programs
- First-Year Seminar Program
- Distinguished Academic Lectures
- Tutoring programs
- Summer Session
- Assist in coordinating the administration, collection, and storage of course evaluations
- Serve as a primary contact for questions regarding course evaluations,
- Ensure compliance with processes and procedures for course evaluation distribution and access by faculty.
- Assist in generating reports for digital evaluation results and scanning paper evaluations for faculty.
- Perform other duties as assigned such as, but not limited to
- Maintain inventory of supplies for the Academic Affairs Office.
- Assist with faculty supply orders and reception of supplies.
- Keep copy rooms stocked and maintain copy machines.
- Assist with room access for faculty and staff.
- Coordinate projects and tasks with student assistants.
- Backup support for budget and finance tasks for faculty.
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REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
The 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 skills and abilities.
- Ability to maintain strict confidentiality and exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
- Ability to prioritize, organize large volumes of paperwork and emails, use time efficiently and manage multiple tasks to satisfy expectations and tight deadlines.
- Ability to switch between tasks quickly while maintaining workflow and attention to detail in a busy office environment.
- Adapts to changes in the work environment, manages competing demands and deals with frequent change, interruptions, delays or unexpected events with aplomb.
- Ability to independently conduct research and produce complex reports and presentations.
- Superior people skills, a customer service attitude, teamwork skills, and the ability to interact well in a culturally diverse work environment.
- Excellent word processing skills. Advanced-level skills with the full Microsoft Office suite and Adobe Acrobat. Knowledge of (or ability to quickly learn) data management systems and online job application systems (in use: People Admin).
- Strong editing and proofing skills in English. Writes English with attention to spelling, grammar, accuracy and the needs of the target audience; presents numerical data effectively; and uses various mediums of communication effectively (e.g. emails, memos, reports, etc.).
- Demonstrates initiative in anticipating schedules and needs to move projects forward.
- Excellent calendar management skills, including the coordination of complex meetings.
Education/Experience: A bachelor’s degree or one to three years of related administrative/office support experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Preferences: Experience in an higher education or academic environment preferred.
Supervisory Responsibility: This position does not have regular supervisory duties but may on occasion assist with the supervision of work performed by student workers or interns.
Time Type: Full-time
Work Schedule: This is a full-time position working 40 hours per week, 12 months per year. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday. These hours may vary due to needs of the College or department. May occasionally work outdoors for events and activities.
Work Model: On-Campus
Compensation: Starting Pay Range $22.00-$23.00 per hour
Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more.
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Physical Requirements:
This is generally a sedentary position. Must be able to..
- Sit and operate a computer for prolonged periods of time.
- Mobility to work in a standard office setting and use standard office equipment.
- Must be able to communicate in person and over the telephone.
- Must be able to read printed materials and a computer screen.
- Must be able to assist with the set-up and tear-down of event tables, signage and other materials, including reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting.
Classifications:
- No AB1825
- No CSA Reporter
- No Mandatory Reporter
- No Responsible Employee
- Yes FERPA
Instructions:
Only qualified applicants please.
Application Materials:
A resume and cover letter addressing your interest in and qualifications for this position are required. Applications submitted without both documents are incomplete and will not be considered.
Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.
Resume: List relevant qualifications and dates of experience.
Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).
Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties 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 skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.
Covid-19 Vaccination
Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.
Equal Employment Opportunity and Non-Discrimination
Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies.
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