Administrative Assistant, Campus Life (Housing and Residence Life)

Pomona College•Claremont, MN

2d•$21 - $27

About The Position

The Administrative Assistant supports operational functions for the Office of Campus Life and Housing and Residence Life and provides administrative assistance to Campus Life staff. The role supports daily office operations, including reception by phone, email, and in person; staff calendaring; purchasing supplies; and supervising student employees. The office serves Pomona College students across residential and co-curricular experiences. Reporting directly to the Director of Campus Life Operations, the position oversees student employee hiring, onboarding, training, timesheets, performance, assignments, and personnel paperwork. It coordinates hiring paperwork with Human Resources and Financial Aid, and helps maintain an efficient and collegial office environment. The position coordinates daily clerical and operational work for Campus Life, Housing and Residence Life, Conduct, and residential service centers. Tasks include processing space requests and reservations, handling calls and inquiries, coordinating calendars and meeting materials for designated leaders, managing mail, supporting purchasing and vendor payments, maintaining office equipment inventory, and overseeing conference room reservations. The role also manages ID card and residence-hall key operations, prepares student check-in packets and keys, and compiles monthly charges for Student Accounts. It coordinates special projects and performs other assigned tasks. This is a regular, benefits-eligible, part-time position of 20 hours per week, generally scheduled between 8:00 a.m. and 5:00 p.m. Monday through Friday, with some flexibility. Periodic evening and weekend work may be required. The hourly rate is $21.00 to $26.50, with a competitive benefits package. Employees must be California residents; staff positions are not eligible for visa or permanent resident card sponsorship.

Requirements

High school diploma or GED, or an equivalent combination of education and experience.
At least 2 years of general office experience.
Valid driver’s license or equivalent reliable transportation for off-site meetings and events.
Knowledge and skills in office management, data entry, and accounting; ability to make occasional independent decisions and research and compile information from online sources.
Ability to use computers for data entry and to use a 10-key adding machine.
Demonstrated commitment to diversity, equity, and inclusion in support of a diverse community of students, staff, and faculty.
Clear verbal and written communication, strong interpersonal skills, and professional phone manners; ability to handle confidential information with patience, discretion, tact, and attention to detail.
Ability to use basic Microsoft Office software, professional software such as Workday, CX CARS, Engage, and CRM, menu-driven databases, and social media networking; understanding of using technology to achieve goals and maintain confidentiality.
Ability to handle multiple tasks, meet deadlines, work independently and collaboratively, and uphold integrity and ethics.
Exceptional organizational and time-management skills and basic math skills, with accuracy and attention to detail.
Ability to safely operate College vehicles and golf carts for campus-related work.
Availability for a 20-hour workweek, generally between 8:00 a.m. and 5:00 p.m. Monday through Friday; periodic evening and weekend work may be required.
Must be a California resident.

Nice To Haves

Data entry or accounting experience in higher education.
Experience in higher education.

Responsibilities

Hire, onboard, train, and process personnel paperwork for student employees.
Review and approve student employee timesheets in Workday; monitor and evaluate performance and daily assignments.
Process hiring paperwork for Campus Life and Housing and Residence Life employees, coordinating with Human Resources and Financial Aid regarding student eligibility records.
Maintain an efficient and collegial work environment in the Campus Life/Housing and Residence Life office and related student service locations and collaborating departments.
Coordinate daily operations and clerical tasks for Campus Life, Housing and Residence Life, Conduct, and residential service centers.
Process requests and confirm reservations for campus spaces used for student events and meetings.
Manage incoming calls, respond to inquiries, and relay accurate messages to staff.
Coordinate calendars and scheduling for the Dean of Campus Life, Director of Residence Life, and Director of Campus Life Operations, including preparing meeting materials.
Sort incoming mail and arrange regular pickup of outgoing mail.
Support office-supply ordering and outside vendor payments; maintain office equipment inventory and coordinate repairs.
Oversee Housing and Residence Life conference room reservations.
Communicate with the campus on behalf of the Dean of Campus Life when needed.
Operate card reader, ID card, and printing equipment to handle transactions and create ID cards.
Monitor, maintain, and update key inventory for residence halls and limited staff apartments.
Prepare check-in packets and room keys for returning and incoming students at the start of each semester.
Compile monthly charges for Student Accounts, including replacement ID cards, fines, lock changes, and lost keys.
Coordinate special projects and tasks and provide assistance as assigned.