CGU- Administrative Assistant

Job Posting Location:

Claremont, CA

Job Posting Title:

CGU- Administrative Assistant

Job Description:

Hourly Range: $19.00 – $23.59

Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee’s total compensation

PRIMARY PURPOSE/ GENERAL DESCRIPTION:

The Administrative Assistant performs a broad range of skilled secretarial, clerical, and administrative duties in support of the academic and administrative activities of the School of Educational Studies (SES). Assists students, the dean, faculty, staff, and other stakeholders by managing and utilizing systems and procedures so the business of SES functions efficiently and effectively. Duties are varied and often confidential in nature. Knowledge of the organization, policies, and procedures of the University is required, and often of a technical specialty.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

Serve as the central communications coordinator by answering telephones, receiving, and screening visitors, managing email inboxes, collecting, and distributing non-electric mail, and disseminating SES content and updates. Exercise judgment, tact, and discretion in response to phone calls, emails, in-person visits from stakeholders, and posting content to internal sites. (10%)

Provide clerical and administrative support for academic programs in the School of Educational Studies under the direction of the Administrative Director. (45%)

Specific tasks include but are not limited to:

• Answer general student questions regarding program requirements and refers students to faculty or Student Services office for additional guidance or counsel. Requires knowledge of policies and guidelines; must exercise considerable judgment and discretion in what is communicated.
• Monitor student progress toward degree completion and follow up as appropriate to inform students of requirements, holds, deadlines, etc., and run queries and report data to SES Staff & Faculty.
• Assist with the processing of student forms and electronic milestone submissions to Student Records and follow up with students and faculty for any missing items. Track submissions made to ensure that all required documentation in Student Records is accurate and complete, following up as necessary.
• Assist with the scheduling and coordination of facility and audiovisual arrangements for student qualifying exams, proposal meetings, dissertation defenses, and other meetings and events. Communicate logistics to appropriate SES stakeholders.
• Regularly maintain student paper and electronic files. Update files regularly by copying, scanning, combining, and uploading documents for entry into departmental student files, PeopleSoft, and other archives.
• Coordinate the collection and archiving of key documents related to program success, evaluation, and accreditation, including but not limited to annual CVs from faculty and course syllabi.
• Assist with the collection, archiving and dissemination of course evaluation data at the end of each term.
• Exercise confidentiality and discretion when dealing with student, faculty, or departmental files.
• Maintain learning management sites (e.g., Canvas, SharePoint, etc.) and the school’s website.
• Help in the collection and dissemination of data used for Student Review Days.

Assist the Dean and other departmental personnel with regular program and University business processes. (15%)

These may include, but are not limited to:

• Schedule and manage calendar for SES lectures, defenses, faculty meetings, and events. Provide logistical oversite for these events.
• Distribute surveys to collect course details, schedule, and classroom assignments prior to each semester.
• Monitor course enrollment each enrollment period and send weekly reports to designated stakeholders.
• Compilation, dissemination, and archiving of documents and records for internal use or for external bodies.
• Type, photocopy, and scan letters, memoranda, reports, and other materials, as requested.

Support the fiscal administration of the School through the accounts payable, payroll, and financial aid functions related to the School’s operating and grants budgets. (15%)

These duties may include, but are not limited to:

• Assist in the submission of forms for payroll, invoices, and employee reimbursements.
• Support in the preparation and processing of financial documents, such as purchase requisitions, spend authorizations, credit card reconciliations, and cash deposits.
• Support the processing of adjunct contracts.

Attend SES events regularly and assist the departmental staff with planning, coordination, and execution of meetings, conferences, and other events, as needed. (10%)

• This may include room setup, food preparation and clean-up, arranging participant travel, and preparing publicity materials, presentation materials, agendas, or other materials.
• Coordinate and execute the logistics of each event within a given budget and help to determine staffing needs.
• Take the lead on some events, with the support and guidance of the Administrative Director.

Perform other duties and assist with special projects as assigned. (5%)

REQUIRED KNOWLEDGE, SKILLS, ABILITIES: Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Strong computer skills, including proficiency with Microsoft Office, Adobe Pro, and electronic file management; ability to learn additional applications and/or enterprise systems, including PeopleSoft, Canvas, Slate, Workday, Microsoft Teams and SharePoint, Qualtrics, and possibly others.
• Excellent oral and written communication and interpersonal skills.
• Ability to understand and apply university guidelines and policies.
• Ability to work effectively with a diverse group of faculty, staff, and graduate students.
• Excellent organizational skills in a multi-task and fast-paced environment.
• Strong critical thinking skills to navigate new situations and take initiative.
• Professional attitude, positive outlook, diplomacy, confidentiality, and discretion are required.
• Ability to work independently with minimal supervision and, simultaneously, to serve effectively and collaboratively as a member of a team.
• Commitment to the goals, vision, and values of CGU’s School of Educational Studies.

QUALIFICATION STANDARDS

EDUCATION: Graduation from high school plus one-year additional education and training, or any combination of education, training or experience that provides required knowledge, training, and ability.

EXPERIENCE: 3-4 years experience required in general office positions of increasing responsibilities, preferably in an academic institution. Word processing experience required.

LICENSES / CERTIFICATES: Valid driver’s license.

OTHER PREFERENCES: Previous work experience in an educational institution.

UNIFORM REQUIREMENT: Professional attire as befitting the norms of CGU.

HOURS: The regular hours for this position are Monday – Friday, 8:30 a.m. to 5:00 p.m., with an unpaid lunch hour. May include occasional evening and weekend hours, when needed. This is a core position that requires presence in the office.

CLASSIFICATION AND STATUS: This is a full-time, 12-month (Non-exempt level) position. Benefits-eligible.

SUPERVISORY RESPONSIBILITY: None

REPORTS TO: SES Administrative Director

OTHER:

This job description defines the essential or fundamental job duties of the employment position. It is assumed 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.

Physical Activities

Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.

☐ Never ☒ Occasionally ☐ Constantly

Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.

☐ Never ☒ Occasionally ☐ Constantly

Remaining in a stationary position, often standing or sitting for prolonged periods.

☐ Never ☐ Occasionally ☒ Constantly

Moving about to accomplish tasks or moving from one worksite to another.

☐ Never ☒ Occasionally ☐ Constantly

Adjusting or moving objects up to 20 pounds in all directions.

☐ Never ☒ Occasionally ☐ Constantly

Communicating with others to exchange information.

☐ Never ☐ Occasionally ☒ Constantly

Repeating motions that may include the wrists, hands and/or fingers.

☐ Never ☐ Occasionally ☒ Constantly

Operating machinery and/or power tools.

☒ Never ☐ Occasionally ☐ Constantly

Operating motor vehicles or heavy equipment.

☒ Never ☐ Occasionally ☐ Constantly

Assessing the accuracy, neatness and thoroughness of the work assigned.

☐ Never ☒ Occasionally ☐ Constantly

Environmental Conditions

Low temperatures.

☒ Never ☐ Occasionally ☐ Constantly

High temperatures.

☐ Never ☒ Occasionally ☐ Constantly

Outdoor elements such as precipitation and wind.

☐ Never ☒ Occasionally ☐ Constantly

Academic Assistant SES Noisy environments.

☐ Never ☒ Occasionally ☐ Constantly

Hazardous conditions.

☒ Never ☐ Occasionally ☐ Constantly

Poor ventilation.

☒ Never ☐ Occasionally ☐ Constantly

Small and/or enclosed spaces.

☒ Never ☐ Occasionally ☐ Constantly

No adverse environmental conditions expected.

☒ Never ☐ Occasionally ☐ Constantly

Physical Demands Sedentary work that primarily involves sitting/standing.

☐ Never ☐ Occasionally ☒ Constantly

Light work that includes moving objects up to 20 pounds.

☐ Never ☒ Occasionally ☐ Constantly

Medium work that includes moving objects up to 50 pounds.

☒ Never ☐ Occasionally ☐ Constantly

Heavy work that includes moving objects up to 100 pounds or more.

☒ Never ☐ Occasionally ☐ Constantly

EEO Statement:

Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed 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. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.

This job description defines the essential or fundamental job duties of the employment position. It is assumed 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.

Successful completion of criminal background and DMV checks required for final candidate.

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