Administrative Assistant, Campus Life (Housing and Residence Life)

Pomona College•Claremont, CA

21h•Onsite

About The Position

The Campus Life Administrative Assistant supports operational functions for Pomona College’s Office of Campus Life and Housing and Residence Life and provides administrative assistance to Campus Life staff. The role manages the office’s daily service and operations, including reception by phone, email, and in person; staff calendar support; supply purchasing; and supervision of student employees. Campus Life supports students across residential and co-curricular experiences. Reporting to the Director of Campus Life Operations, the position oversees student employee hiring, onboarding, training, timekeeping, and performance; coordinates clerical and daily office operations; manages space reservations, mail, calendars, supplies, equipment, and vendor payments; and supports campus communications. It also manages ID cards, residence hall keys, resident access, check-in materials, and related student account charges, and assists with special projects as assigned. This is a regular, benefits-eligible part-time position at 20 hours per week. Hours are arranged with the candidate between 8:00 a.m. and 5:00 p.m., Monday through Friday, with some flexibility. Weekend and evening work may periodically be required, and regular hours may vary based on College or division needs. The hourly rate is $21.00 to $26.50, with a competitive benefits package. Employees must be California residents. Staff positions are ineligible for visa or permanent resident card sponsorship.

Requirements

High school diploma or GED, or an equivalent combination of education and experience.
A valid driver’s license or equivalent reliable transportation for off-site meetings and events.
At least 2 years of general office experience.
Ability to perform office management, data entry, and accounting tasks, research and compile information from online sources, use computers for data entry, and use a 10-key adding machine.
Demonstrated commitment to diversity, equity, and inclusion.
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 such as Word, Excel, and Outlook, professional software such as Workday, CX CARS, and Engage, CRM and menu-driven databases, and social media networking; understanding of technology use and confidentiality.
Ability to handle multiple tasks, meet deadlines, work independently and collaboratively, and maintain 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.
Ability to perform essential job functions with or without reasonable accommodation.

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 student employee performance and daily assignments.
Process hiring paperwork for Campus Life and Housing and Residence Life employees, including Sponsors, Resident Assistants, and Office Assistants.
Coordinate with Human Resources and Financial Aid on student eligibility records.
Oversee daily operations and clerical tasks for Campus Life, Housing and Residence Life, Conduct, and residential service centers.
Process space requests and confirm reservations for campus spaces used for student events and meetings.
Manage incoming calls and 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 coordinate 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 necessary.
Operate card reader and ID card equipment, including printing new ID cards.
Monitor, maintain, and update key inventory for residence halls and limited staff apartments.
Organize check-in packets and room keys for returning and incoming students at the beginning of each semester.
Compile monthly student account charges for replacement ID cards, fines, lock changes, and lost keys.
Coordinate special projects and tasks and provide assistance as assigned.
Maintain an efficient, collegial, and proactive work environment in the office, student service locations, and collaborating departments.