Administrative Assistant

Claremont McKenna College•Claremont, CA

11d•Onsite

About The Position

The Administrative Assistant is the frontline point of contact for the Office of Human Resources, providing customer service to employees, external contacts, and visitors by phone, email, and in person. The role provides comprehensive administrative support, including data entry and records management, invoice and payment processing, budget tracking, correspondence, and office supply management. It also leads planning for department events and all-staff meetings and provides secondary support for ergonomic evaluations, recruiting, and hiring. The position requires discretion and professionalism when handling confidential information. The position reports to the Associate Vice President and Chief Human Resources Officer. It is a regular, full-time, 12-month, non-exempt, benefits-eligible role based in Claremont, California. Regular hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, though hours may vary with College needs. Overtime, holiday, weekend, and evening work may be required, and travel may be required. The role has no supervisory responsibilities. A full consumer background check is required, and employment is contingent on satisfactory results.

Requirements

High school diploma, GED, or a combination of education and experience that provides the required knowledge, skills, and abilities.
At least two years of experience as an administrative assistant or in a similar administrative support role.
Ability to maintain confidentiality and professionalism.
Ability to regularly use computer software and functions, including Microsoft Office (Excel, Word, Outlook), Workday, and technology such as copy, scan, fax, and postage machines.
Strong writing, reading, and proofreading skills; ability to write correspondence and perform mail merges using multiple-field databases.
Ability to work independently with minimal supervision.
Ability to meet and prioritize deadlines, work in a fast-paced environment, multitask, and enter data accurately.
Strong customer service skills, including problem-solving, de-escalating situations, troubleshooting, assisting, and providing information.
Ability to take and follow directions, work cooperatively, respond appropriately to constructive criticism, maintain a positive attitude, and balance multiple tasks and priorities.
Ability to perform the essential functions with or without reasonable accommodation.
Regular attendance is an essential job function.
Willingness and ability to work overtime, holidays, weekends, or evenings as required; travel may be required.
Successful completion of a full consumer background check and provision of required documents verifying authorization to work in the United States.

Nice To Haves

Experience in higher education and/or human resources.
Knowledge of Human Resources functions, compliance, and processes.
Bilingual English-Spanish skills (strongly preferred).

Responsibilities

Maintain and update faculty, staff, and temporary worker information in Workday, including contact information, building access, telephone directories, meal plans, hiring practices, performance reviews, and self-service changes.
Maintain employee files and I-9 records in Workday, Box, and other records management platforms.
Process hiring and onboarding tasks in Workday, prepare new-hire packets, submit and monitor background checks, and coordinate onboarding logistics with ITS, Facilities and Campus Services, and the Connection.
Respond to routine candidate inquiries about open positions, applications, and application status.
Notify departments of new hires, rehires, and terminations; prepare faculty transition and retirement letters.
Process employee terminations and related tasks, including scheduling exit interviews, compiling exit interview packets, and coordinating final checks.
Support staff salary letter processes.
Process expenses, invoices, tuition remission applications, special payment authorizations, and other payments; monitor and support related budgets.
Manage the Human Resources inbox and phone, respond to or route inquiries, welcome office visitors, and maintain the department calendar.
Draft and distribute communications about benefits, job changes, meetings, events, and announcements.
Plan and manage Human Resources meetings and events, including ordering items and awards, arranging catering, drafting communications and graphics, coordinating with sponsors and vendors, and collaborating with College departments.
Maintain accurate data records and distribute lists, spreadsheets, and reports, including annual staff holiday, convocation, service awards and recognitions, database reports, and invitation lists.
Oversee the Rideshare Transportation Reduction incentive Program (TRiP), including preparing and distributing monthly memos and forms, processing reimbursements, and serving as the program's main contact.
Cross-train and provide secondary support for ergonomic requests, schedule ergonomic assessments, and order ergonomic supplies.
Monitor and reorder office supplies.
Attend work regularly and perform other essential duties and tasks specific to the position.