Administrative Assistant, Student Disability Resource Center

The Claremont Colleges Services•Claremont, CA

2d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative support to the Student Disability Resource Center (SDRC), acting as a key point of contact for students, staff, and external partners. The position involves coordinating communications, scheduling meetings and events, and maintaining organized records to support daily operations and ensure efficient workflow across the department. In addition to core administrative responsibilities, the role contributes to student support services by assisting with accommodated testing, supporting departmental communications, and helping track projects and deadlines. The position requires strong attention to detail, professionalism, and the ability to manage multiple priorities while maintaining compliance with institutional policies and applicable regulations.

Requirements

A high school diploma or equivalent.
One year of administrative assistant, clerical or front office experience.
Knowledge of customer service techniques for public contact in person and on the telephone.
Knowledge of basic recordkeeping procedures.
Understanding of FERPA and ADA regulations.
Exercise judgement and discretion.
Communicate effectively orally and in writing and follow written and oral instructions in English.
Able to give clear and concise instructions in English.
Meet and deal with the public in a tactful and courteous manner while enforcing examination rules and procedures.
Able to keep information confidential.
Learn general and specialized software applications.
Punctuality, dependability, and flexibility.
Attention to detail.
Able to use basic functions of Microsoft Word, Outlook, web-based databases (e.g., AIM) and an online timekeeping system.
Able to learn new computer technology as needed.
Ability to interact positively with a diverse community of coworkers, students, faculty, and other staff.
Ability to learn new duties and procedures for enhancements and changes to services and products offered.
Dexterity to manipulate paper, hardcopy files, writing instruments, computer keyboard, copiers, telephone, and other typical office equipment.
Awareness of and sensitivity to racial, cultural, religious, gender, and sexual orientation diversity.

Responsibilities

Serve as the primary point of contact for internal and external stakeholders, responding to inquiries professionally and in a timely manner via phone, email, and in person.
Process departmental charge reconciliations and prepare payment requests in accordance with institutional financial policies and procedures.
Coordinate meeting and event scheduling, maintain regular communications, and manage related records and documentation.
Attend Student Affairs administrative meetings and other meetings as required.
Document meeting discussions, decisions, and action items for SDRC meetings involving internal and external stakeholders.
Manage and maintain office inventory and supplies to ensure operational efficiency.
Support accommodated testing by assisting with the administration, handling, and collection of examination materials in compliance with established testing protocols.
Assist with departmental communications, including updating website content, creating flyers and social media posts, and drafting emails and other written materials.
Support departmental projects by tracking deadlines, compiling information, and assisting with data entry, reporting, and related administrative tasks.
Maintain organized electronic and/or physical filing systems, ensuring records are accurate, current, and accessible in accordance with departmental and institutional guidelines.
Maintain accurate and organized records in compliance with institutional policies, FERPA, ADA, and other applicable regulations.
Perform other related duties as assigned.