Administrative Assistant, Advancement Operations

Job Posting Location:

Claremont, CA

Job Posting Title:

Administrative Assistant, Advancement Operations

Job Description:

ABOUT POMONA COLLEGE: 

Located near Los Angeles, California, Pomona College is widely regarded as one of the nation’s premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.

JOB PURPOSE:

The Administrative Assistant, Advancement Operations provides shared administrative and executive support to the Chief of Staff and Operations for Advancement and the Advancement Services team leads who oversee the Offices of Advancement Services, Annual Giving, Research, Relationship Management & Analytics (RRMA), and Stewardship. This position proactively responds to work inquiries in a professional manner, maintains team calendars, meets and greets visitors with scheduled appointments, and dynamically supports workflow, projects, and business processes for the Chief of Staff and Operations for Advancement and Advancement Services team leads as assigned.

The Administrative Assistant provides staff support for all aspects of Advancement Operations and plays a key role in facilitating the coordination and execution of department programs, planning, tasks, and progress tracking. This position will proactively and promptly work with staff across the Advancement division, the College, and other partners and stakeholders. The successful candidate will support a variety of projects, embrace teamwork, and become a fully integrated partner in support of the most aspirational and comprehensive capital campaign in the history of Pomona College. 

ESSENTIAL FUNCTIONS:

Reporting directly to the Chief of Staff and Operations for Advancement, the Administrative Assistant, Advancement Operations will provide a broad range of shared administrative and executive support to the Chief of Staff and Operations for Advancement, Advancement Operations and Advancement Services team leads who oversee the Offices of Advancement Services, Annual Giving, Research Relationship Management & Analytics (RRMA), and Stewardship. The Administrative Assistant, Advancement Operations performs the following essential duties and responsibilities:

Planning and Scheduling

• Assist with departmental planning, preparation and coordination of materials for meetings, events, and activities within Advancement Services teams
• Maintain staff calendars, schedule meetings, take notes, and update documentation
• Draft, review, and deliver meeting agendas, reports, and other materials for the Chief of Staff and Operations for Advancement and Advancement Services team leads on various subjects and departmental matters

Budget and Expense Tracking

• Create purchase orders, set-up vendors, process invoices, and prepare expense reports
• Monitor, review, and track department budgets for accuracy and completeness
• Support the centralization of Advancement vendors/expenses allocated to Advancement Operations budget (e.g., coffee/water, shredding services, etc.)
• Serve as an administrative liaison within Advancement Operations to the Advancement division and the College as needed
• Support calendar year end and fiscal year end special projects as assigned, including gift and data processing as needed

Workflow and Office Support

• Assist with data collection and updating donor database and other institutional systems
• In consultation with Advancement Services and other administrative staff, regularly audit and coordinate onboarding/offboarding processes
• Maintain centralized records of office space, equipment, supplies, key card access, office keys, etc.
• Answer telephone calls and promptly respond or route inquiries to the appropriate staff member with exceptional customer service, confidentiality and sensitivity
• Prepare and store documents that require photocopying, scanning, and faxing
• Sort and distribute incoming mail to appropriate staff members
• Perform special projects, tasks and other assistance as assigned

Team Building and Cross-Training

• Prepare and maintain confidential files, business process documentation and job aids
• Schedule and participate in team building and knowledge sharing activities
• Host administrative cross-training sessions with departmental and external guests
• Other duties as assigned

QUALIFICATIONS

• Education: High School Diploma or GED is required, or an equivalent combination of education and experience. Bachelor’s degree is preferred.
• Licenses/Certificates: A valid driver’s license is required or equivalent means of reliable transportation to off-site meetings and events.
• Experience: A minimum of one year of general office experience is required. Superb organizational skills in planning, developing and maintaining office systems. Strong knowledge of office software such as Word, Excel, PowerPoint, Outlook calendaring systems and Zoom videoconferencing. Strong interpersonal skills, including tact, discretion, and a positive working style. Attentive to details and exceptional proofreading. Ability to present a welcoming, efficient attitude to colleagues and donors. Ability to handle multi-projects, meet deadlines and function in a fast-paced environment. A minimum of two years of executive secretarial/administrative experience with increasing responsibility in the areas of fundraising, marketing or communications at an academic institution is preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS:

This position must possess the knowledge, skills, and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills and abilities not listed below:

• Deploy professional skills in office management, in collaboration with colleagues, to best promote the College’s strategic interests
• Must understand the principles and techniques relevant to office management, including scheduling, calendars, budgeting, basic accounting, and office maintenance projects
• Must understand the mission of the College’s liberal arts environment
• Demonstrate accurate, clear, and effective communication with excellent verbal, written, interpersonal, reading, phone, and customer service skills. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments
• Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as Cognos, Raiser’s Edge, Salesforce, prospect research tools, Internet research, menu-driven databases, social media networking)
• Use assigned technology, devices and equipment to achieve annual goals and maintain confidentiality
• Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, and tact while working with people from a wide variety of backgrounds
• Prioritize and perform multiple projects/tasks, handle changing priorities, meet deadlines/timelines, proactively respond to others in a consistent and timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the department’s annual goals
• Use exceptional organizational, time management, budgeting, analytical, basic finance, and proofreading skills to complete work with accuracy and a keen attention to detail:
• Able to research, format and produce reports
• Able to design and manage grant budgets/expenditures
• Able to understand accounting standards and auditing procedures

REQUIRED HOURS:

The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend, and evening work hours may be required. Regular hours may vary due to needs of the College or division. This position is on site 5 days a week and not available for remote work.

HOURLY RATE:

The hourly rate for this role is between $25.00 and $26.75 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles.

ADA/OSHA:

This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

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