Administrative Assistant for Student Life

Claremont McKenna College • Claremont, CA

10h • $23 - $25

About The Position

The Administrative Assistant for Student Life provides comprehensive administrative and clerical support to the Student Life team within the Dean of Students Office (DOS), with primary support for Student Engagement.

Requirements

• Bachelor’s degree, or any combination of education and experience that provides the required knowledge, skills and abilities is required.
• A minimum of two years of office experience with increasing responsibility is required.
• A valid driver’s license and the ability to be insured under the College’s authorized driver’s policy are required to drive college-owned vehicles.
• 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.

Nice To Haves

• Experience at an academic institution is preferred.

Responsibilities

• Provide budget support, including processing invoices, ad hoc forms, journal entries, reimbursements, deposits, credit card reconciliations, petty cash, and program/applications fees.
• Assist with budget tracking and expense planning.
• Serve as a first point of contact for students and visitors, greet guests, answer the main DOS phone line, respond to general inquiries, and refer questions to appropriate staff.
• Support student organization operations, including purchases, budget tracking, and equipment checkout.
• Regularly assist students with questions about event planning and student activities.
• Prepare annual reports for Shure and Crown Fund usage.
• Track donor gift usage for student groups and Student Engagement programs and maintain the division-wide gift database.
• Assist with student employee processes (ASCMC positions and Student Engagement student staff), including HR paperwork and stipend payments.
• Oversee the DOS motor pool (three minivans), including approving requests, check-in/check-out, maintenance tracking, insurance and registration, driver authorization requests, gas reconciliation, and GPS tracker maintenance.
• Review event registrations and manage reservations for student spaces and Heggblade meeting rooms.
• Provide logistical support for Student Engagement events.
• Monitor and respond to emails in the Student Engagement general inbox.
• Maintain accurate student travel information for Clery Act reporting.
• Manage digital signage in Collins Dining Hall, The Hub, and Heggblade.
• Oversee ticket sales for local entertainment and office-sponsored events.
• Manage the board game inventory and distribution for student use.
• Manage Dean of Students Office giveaway and merchandise inventory and storage.
• Provide back-up support to other administrative staff in the Dean of Students Office.
• Ensure the Heggblade lobby, conference rooms, and kitchen are clean, stocked, and well-maintained.
• Coordinate needs with the Executive Assistant for Student Affairs and DOS administrative staff.
• Assist in supervising DOS student office assistants.
• Perform other duties as assigned.
• Take and follow directions.
• Work cooperatively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude.
• Balance multiple tasks and priorities.
• Perform other essential duties and tasks specific to the position.
• Model best practices that support equity, access, and inclusive excellence.

Benefits

• Claremont McKenna College offers employee benefits that include health, dental, and vision plans; flexible spending accounts; health savings accounts; paid vacation, sick, and holiday time; retirement benefits; basic and voluntary life insurance; dependent tuition remission; ride share incentives; and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level