Faculty Administrative Assistant

Pitzer College • Claremont, CA

12d • Onsite

About The Position

The Faculty Administrative Assistant performs a broad range of administrative and general office duties in support of the Office of Academic Affairs/Dean of Faculty, the Associate Deans of Faculty, and the faculty. The Faculty Administrative Assistant is supervised by the Sr. Administrative Coordinator for Academic Affairs. Duties and responsibilities are varied, customer service oriented, and often confidential in nature. Requires a high level of confidentiality, poise, good judgment, attention to detail and both independent and collaborative work.

Requirements

• Ability to maintain strict confidentiality and exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
• Ability to prioritize, organize large volumes of paperwork and emails, use time efficiently and manage multiple tasks to satisfy expectations and tight deadlines.
• Ability to switch between tasks quickly while maintaining workflow and attention to detail in a busy office environment.
• Adapts to changes in the work environment, manages competing demands and deals with frequent change, interruptions, delays or unexpected events with aplomb.
• Ability to independently conduct research and produce complex reports and presentations.
• Superior people skills, a customer service attitude, teamwork skills, and the ability to interact well in a culturally diverse work environment.
• Excellent word processing skills.
• Advanced-level skills with the full Microsoft Office suite and Adobe Acrobat.
• Knowledge of (or ability to quickly learn) data management systems and online job application systems (in use: People Admin).
• Strong editing and proofing skills in English.
• Writes English with attention to spelling, grammar, accuracy and the needs of the target audience; presents numerical data effectively; and uses various mediums of communication effectively (e.g. emails, memos, reports, etc.).
• Demonstrates initiative in anticipating schedules and needs to move projects forward.
• Excellent calendar management skills, including the coordination of complex meetings.
• A bachelor’s degree or one to three years of related administrative/office support experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Nice To Haves

• Experience in an higher education or academic environment preferred.

Responsibilities

• Function as the primary support assistant for faculty and field groups. Also provide support for the Office of Academic Affairs/Dean of Faculty and serve as back-up to the Sr. Administrative Coordinator for department information, field group information, and administrative resources.
• Provide day-to-day administrative and technical support to faculty members and field groups.
• Assist Faculty in preparing reports, presentations, class materials, and other documents.
• Perform data entry; Assist with setup and administration of distributing and collecting course evaluations
• Provide faculty with technical and logistical assistance for virtual and in-person meetings, field trips, and on-campus events.
• Collect materials such as receipts, forms, and other documents as needed.
• Place work orders for faculty to Facilities & Information Technology and follow-up as needed.
• Learn and maintain knowledge of Field Groups to respond to questions from staff and students relating to Faculty and Field Groups.
• Support tracking of faculty requests and with relevant staff and departments as needed.
• Assist with Pitzer College committee minute-taking support
• Provide support to the Office of Academic Affairs/Dean of Faculty
• Serve as a front-desk representative.
• Learn and maintain knowledge of academic affairs policies and procedures and answer questions about such policies and procedures.
• Assist in the maintenance of department website and faculty web pages as needed.
• Provide assistance to staff and administrators in the Dean of Faculty’s office as needed.
• Conduct research; develop draft documents; update lists and rosters.
• Under the supervision of the Sr. Administrative Coordination, assist in academic program-based support for offices and programs associated with the Dean of Faculty’s Office such as: Associate Dean of Faculty Programs, First-Year Seminar Program, Distinguished Academic Lectures, Tutoring programs, Summer Session
• Assist in coordinating the administration, collection, and storage of course evaluations
• Serve as a primary contact for questions regarding course evaluations, Ensure compliance with processes and procedures for course evaluation distribution and access by faculty.
• Assist in generating reports for digital evaluation results and scanning paper evaluations for faculty.
• Maintain inventory of supplies for the Academic Affairs Office.
• Assist with faculty supply orders and reception of supplies.
• Keep copy rooms stocked and maintain copy machines.
• Assist with room access for faculty and staff.
• Coordinate projects and tasks with student assistants.
• Backup support for budget and finance tasks for faculty.

Benefits

• competitive compensation
• health, dental, and vision insurance
• retirement savings plans
• generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.)
• tuition reimbursement
• tuition exchange program participation

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree