CGU-Administrative Assistant

Claremont Graduate University

29d•$22 - $24•Hybrid

About The Position

This is a temporary, benefits-eligible appointment with an expected duration of one (1) year. The appointment is expected to end at the conclusion of the one-year period unless extended or ended earlier based on business needs. Established in 1925, The Claremont Colleges includes five undergraduate liberal arts colleges and two graduate institutions: Pomona College, Claremont Graduate University, Scripps College, Claremont McKenna College, Harvey Mudd College, Pitzer College, and Keck Graduate Institute. Located on contiguous campuses in the Southern California city of Claremont, each institution has its own student body, faculty, governance, curricular emphasis, culture, and mission. Intercollegiate cooperation provides university-scale services and facilities. With 8,500 students and 3,300 faculty and staff located on more than 540 acres of land, The Claremont Colleges benefit from the diverse missions, character and culture, and the integration of academic and extracurricular programs that make up this truly unique consortium. Nestled in the San Gabriel Mountain foothills, Claremont is 32 miles east of Los Angeles and part of the greater Los Angeles County. The Administrative Assistant performs a broad range of skilled secretarial, clerical, and administrative duties in support of the academic and administrative activities of the School of Educational Studies (SES). Assists students, the dean, faculty, staff, and other stakeholders by managing and utilizing systems and procedures so the business of SES functions efficiently and effectively. Duties are varied and often confidential in nature. Knowledge of the organization, policies, and procedures of the University is required, and often of a technical specialty.

Requirements

Graduation from high school plus one-year additional education and training, or any combination of education, training or experience that provides required knowledge, training, and ability.
3-4 years experience required in general office positions of increasing responsibilities, preferably in an academic institution.
Word processing experience required.
Strong computer skills, including proficiency with Microsoft Office, Adobe Pro, and electronic file management; ability to learn additional applications and/or enterprise systems, including PeopleSoft, Canvas, Slate, Workday, Microsoft Teams and SharePoint, Qualtrics, and possibly others.
Excellent oral and written communication and interpersonal skills.
Ability to understand and apply university guidelines and policies.
Ability to work effectively with a diverse group of faculty, staff, and graduate students.
Excellent organizational skills in a multi-task and fast-paced environment.
Strong critical thinking skills to navigate new situations and take initiative.
Professional attitude, positive outlook, diplomacy, confidentiality, and discretion are required.
Ability to work independently with minimal supervision and, simultaneously, to serve effectively and collaboratively as a member of a team.
Commitment to the goals, vision, and values of CGU’s School of Educational Studies.

Nice To Haves

Previous work experience in an educational institution.

Responsibilities

Supporting the (Academic) Program Manager.
Supporting the Administrative Program Manager.
Other clerical and administrative duties.
Providing clerical and administrative support for the SES’s academic programs by supporting the work of the (Academic) Program Manager.
Answering general student questions regarding program requirements and refers students to faculty or Student Services office for additional guidance or counsel.
Monitoring student progress toward degree completion and follow up as appropriate to inform students of requirements, holds, deadlines, etc., and run queries and report data to SES Staff & Faculty.
Assisting with the processing of student forms and electronic milestone submissions to Student Records and follow up with students and faculty for any missing items.
Tracking submissions made to ensure that all required documentation in Student Records is accurate and complete, following up as necessary.
Assisting with the scheduling and coordination of facility and audiovisual arrangements for student qualifying exams, proposal meetings, dissertation defenses, and other meetings and events.
Communicating logistics to appropriate SES stakeholders.
Regularly maintaining student paper and electronic files.
Updating files regularly by copying, scanning, combining, and uploading documents for entry into departmental student files, PeopleSoft, and other archives.
Coordinating the collection and archiving of key documents related to program success, evaluation, and accreditation, including but not limited to annual CVs from faculty and course syllabi.
Assisting with the collection, archiving and dissemination of course evaluation data at the end of each term.
Maintaining learning management sites (e.g., Canvas, SharePoint, etc.) and the school’s website.
Helping in the collection and dissemination of data used for Student Review Days.
Assisting with the production of CGU Bulletin and SES Handbook(s) that are aligned to each other and SES practices.
Completing other duties and tasks assigned by the (Academic) Program Manager related to scheduling, student and faculty communications, and other student support services at the university.
Providing clerical and administrative support to the Administrative Manager.
Helping with the planning and execution of SES and CGU events, including but not limited to lectures, orientations, recruitment events, commencement, awards ceremonies, etc.
Helping to manage calendar for SES lectures, defenses, faculty meetings, and events.
Providing logistical support for these events as needed.
Supporting the fiscal administration of the School through the accounts payable, payroll, and financial aid functions related to the School’s operating and grants budgets.
Assisting in the submission of forms for payroll, invoices, and employee reimbursements.
Supporting in the preparation and processing of financial documents, such as purchase requisitions, spend authorizations, credit card reconciliations, and cash deposits.
Supporting the processing of adjunct contracts.
Compilation, dissemination, and archiving of documents and records for internal use or for external bodies.
Completing other duties and tasks related to events, archiving, and/or budgetary tasks assigned by the (Academic) Program Manager.
Serving as the central communications coordinator by answering telephones, receiving, and screening visitors, managing school email inboxes, collecting, and distributing non-electric mail, and disseminating SES content and updates.
Typing, photocopying, and scanning letters, memoranda, reports, and other materials, as requested.
Assisting the Dean and/or the Associate Dean with regular program and University business processes.
Providing clerical support to the Dean and/or Associate Dean.
Supporting special projects.
Helping maintain the ascetics and function of the SES’s spaces/offices.
Ordering office supplies as needed.
Keeping the office machines (copiers, printers, scanners, etc.) in working order (unjammed, stocked with paper, full of toner, etc.).
Working with CGU’s IT or other units if machines need repair.
Other Duties as Assigned