Job description

Claremont, CA

Job Posting Title:
Administrative Assistant, Keck Science Department
Job Description:
PRIMARY PURPOSE/GENERAL DESCRIPTION:
Reporting directly to the Program Administrator, the Administrative Assistant will work independently providing a broad range of highly skilled administrative duties for faculty and staff of the W.M. Keck Science Department. Primary responsibilities include processing of all hiring paperwork in Workday for approximately 130 students per semester, as well as, approving all student timesheets. In addition, the Administrative Assistant will work closely with the senior thesis director in all aspects of the senior thesis program and other duties as assigned.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:
This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

• Draft letters, memos, and emails for the department as needed.
• Answer department phone calls in a professional manner and direct calls to the appropriate parties.
• Provide administrative support in collaboration with coworkers, in departmental faculty searches including hotel reservations, reimbursements, and calendar scheduling.
• Provide academic support for faculty and staff, including but not limited to, mailings, photocopying, and scheduling.
• Maintain office supplies, checking inventories and ordering of office supplies, with prior approval.
• Manage the inventory of office equipment such as copiers, printers and fax machines, arranging for service when required.
• Receive and notify faculty and staff of package deliveries.
• Provide administrative support and work closely with the Senior Thesis Director in all aspects of the Senior Thesis Program.
• Provide administrative support for the department’s Summer Science Immersion Program (SScIP).
• Provide administrative support for the department’s summer research programs and process all necessary hiring paperwork of all summer research students.
• Provide administrative support for the department’s weekly seminar series.
• Process and maintain necessary hiring paperwork for approximately 130 students per semester for the Department and approve all student timesheets on a bi-weekly basis.
• Work in a team environment with supervisors, staff, faculty and students.
• Assist in the supervision of student workers in the office.
• Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.
• Other duties as assigned.

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.

• Must have strong interpersonal skills.
• Ability to work independently.
• Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, and customer service skills with a diverse community.
• Ability to follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
• Operate computers proficiently with working knowledge of Microsoft Office software (such as Word, Excel and Outlook) and associated professional software (such as Workday). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.
• Handle confidential information with discretion, good judgment, courtesy, and tact while working with people from a wide variety of backgrounds.
• Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.
• Prioritize and perform multiple tasks, meet deadlines, respond to others in a 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.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:
Graduation from high school or equivalent with courses beyond high school equivalent to two years of college or business school or any combination of education, training or experience that provides the required knowledge, skills, and ability to perform the job.

LICENSES / CERTIFICATES:
None.

OTHER:

HOURS & CLASSIFICATION AND STATUS:
This is a regular, full-time, benefits-eligible, 12-month, non-exempt position.

Regular hours to be scheduled between 8:00 a.m.-5:00 p.m. Monday-Friday. Hours may vary due to needs of the College or department.

Hourly rate range: $19.50-$22.00. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

SUPERVISORY RESPONSIBILITY:
May supervise student employees.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.

Physical and Mental Requirements
Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.

Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

With the goal of providing the safest campus possible for our community, the College is requiring faculty and staff to provide proof of their original COVID-19 vaccination series within two weeks of hire date. The original COVID-19 vaccination series may include two doses of the Pfizer or Moderna vaccine or one dose of the Johnson & Johnson. Exemptions for documented medical reasons or a sincerely held religious belief may be requested.

Job Type: Full-time

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