Job Bank

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 will provide professional strategic and administrative project support for the Vice President for Finance and Administration/CFO and perform a variety of complex and diverse duties requiring independent judgment and a full-scope knowledge of executive procedures and practices. The Administrative Assistant will independently manage the activities of the Vice President's Office, often serving as initial point of contact for both internal and external stakeholders; and communicate with internal staff and external dignitaries, community leaders, alumni, trustees, legal counsel, real estate agents, investment managers, City staff and others. Materials and information dealt with are handled in a sensitive and confidential manner.

Responsible for working independently on a broad range of highly skilled administrative assignments for the Division of Finance and Administration. Duties and responsibilities are varied and confidential in nature. Knowledge of organization, policies, and procedures of the University is required with a technical specialty.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Responsible for scheduling and maintaining Outlook calendar for the Vice President, Assistant Vice President for Finance, and Assistant Vice President Facilities and Auxiliary Services.
• Works closely with other cabinet members and their support staff to coordinate meetings, presentations, and campus committee work and events.
• On and off-site event planning to include scheduling and set-up of meeting rooms, EMS support and catering.
• Answers all in-coming calls, takes accurate messages, screens and direct calls, meet, greet and assist visitors.
• Respond immediately to inquiries requiring knowledge of policies and guidelines. Exercise considerable judgment and discretion in scheduling appointments and maintaining calendars.
• Manage Vice President's business schedules and calendars including arranging meetings (internally and externally), zoom/conference calls and booking appointments and organizes all details for travel including flight and accommodations. Make travel arrangements for the Finance and Administration staff.
• Compose correspondence not requiring personal attention of supervisor. Following general guidelines may prepare special reports, summaries, or replies. May attend meetings and write minutes. Prepare agenda for conferences, explain discussion topics to participants, draft introductions, and develop background information.
• In executive's absence, ensure that requests for action for information are relayed to the appropriate staff member(s); as needed interpret requests and help implement action; make sure that information is furnished in a timely manner; decide whether executive should be notified of important or emergency matters.
• Handle administrative details for the department. Coordinate with employees and managers in other departments.
• Responsible for uploading and maintaining administrative contracts on iContracts. Maintain and control all other divisional files, including confidential files.

Financial Support:

• Program Administrator for Wells Fargo Purchasing Credit Card (p-card) system for all CGU, creating new p-card users, cancelling departing users and oversee limits according to level and department needs. Managing card distribution and collection.
• Reconcile Wells Fargo purchase cards for self, Vice President for Finance and Administration and Assistant Vice President for Finance.
• Process supplier invoices, requisitions, expense reports, spend authorizations and other documents as needed in Workday.
• Collects and distribute Finance office USPS mail. Use judgment in routing and prioritizing mail distribution.
• Performs other essential duties and tasks specific to the position.
• EMS Campus 4.0 management: Responsible for scheduling and approving reservations for the Board of Trustees Room, the McManus Conference Room, the Treasurer's Conference Room, the Harper Courtyard, the Atkins Lobby and the Blaisdell Fountain area.
• Liaison between Claremont Graduate University (CGU) and The College Consortium Services (TCCS) Financial Offices office for delivery and pick-up of all correspondence from CGU to TCCS on a daily basis.
• Member of the Safety / Disaster Preparedness Committee. Schedules meetings, maintain committee member list, staff meeting and take notes, assist with drills.
• Performs Notary service for business of the University.

CGU Board of Trustees Committee Responsibility:

• Responsible to compile and upload materials on to Director's Desk for Board of Trustee (BOT) committees, including, Business and Finance, Investment, Audit, Facilities & Infrastructure and Information Technology meetings. Responsible for scheduling ad-hoc meetings and providing administrative support to the Board of Trustees as needed.
• Responsible for the accurate recording, composition and distribution of meeting minutes to the BOT committee members for approval.

Policy Support:

• Maintains official Division policies, procedures, databases, records and correspondence; coordinates records archiving and disposal.
• Ensures policies and procedures for Finance and Administration are updated according to university policy.
• Collects, prepares and distributes appropriate briefing materials for the Vice President.
• Anticipates issues and research information needed as background for the Vice President's meetings and decisions.

Project Support:

• Provides high level administrative and project support to Finance and Administration. Using various computer software programs, assists with the development of correspondence including composing, editing and preparing final correspondence of various documents, including letters, memos, presentations lease and other contractual agreements, and policy documents after clearing any technical or policy content with the Vice President.
• Monitors and follows the progress of projects, action items, and strategies as directed by the Vice President, which includes leases, real estate transactions and capital building projects.
• Works closely with the Finance and Administration leadership team, providing back-up project support and coordination.
• Conducts property management activities for University's rental properties by maintaining accurate records of the University's rental properties.
• Researches, prioritizes and follows-up on multiple issues and concerns addressed to the Vice President, including those of a sensitive and confidential nature.
• Anticipates issues and provides information needed as background for the Vice President's meetings and decisions.
• Executes special projects or duties assigned by the Vice President.

REQUIRED KNOWLEDGE, SKILLS, and 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.

Knowledge of Microsoft Office products including proficiency in Word, Excel, PowerPoint, SharePoint, and the ability to learn Workday and additional software/programs required to fully perform job duties.

Knowledge of accounting procedures. Technical ability to maintain multiple accounts, monitor purchase agreements, contracts and other accounting matters for the department/office.

Excellent written and verbal communication skills. Ability to compose correspondence with attention to detail and accuracy. High level of proficiency in use of computer software including spreadsheets, word-processing, presentations, e-mail and the internet. Ability to provide outstanding customer service.

Integrity in dealing with confidential information and sensitive to situation which require tact and diplomacy.

Ability to work effectively with a diverse group of faculty, staff, and graduate students.

Ability to interact with people of all levels and retain a professional demeanor under stressful situations. Ability to work with moderate supervision and exercise good independent judgment and discretion.

Ability to meet deadlines, prioritize workflow and work independently in a fast-paced environment with minimum direction/supervision/

Ability to take minutes and transcribe/compose written correspondence and develop reports, agendas, and conference materials.

QUALIFICATION STANDARDS:

EDUCATION: Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses in office administration and organizational procedures; or any combination of education, training, or experience that provides the required knowledge, skills, and ability. Demonstrated experience providing administrative support to executive management staff.

EXPERIENCE: Five to six years increasingly responsible related experience, preferably in an academic institution.

LICENSES/CERTIFICATES: Must possess a valid California Driver's License and have a driving record that meets the requirements of an eligible CGU driver.

Notary Public license required or must be able to obtain a license within the first 6 months of employment.

UNIFORM REQUIREMENT: The Claremont Colleges seeks to maintain a neat and professional image at all times.

OTHER:

HOURS: The regular hours for this position are 8:30 AM to 5:00 PM, Monday through Friday. Hours may vary due to needs of the College or department.

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

SUPERVISORY RESPONSIBILITY: None.

REPORTS TO: Direct report to Vice President for Finance and Administration and works closely with Assistant Vice President for Finance and Assistant Vice President of Facilities and Auxiliary Services as it relates to their specific areas of responsibility.

OTHER: Extreme confidentiality is required in this position as the incumbent interfaces with finance and human resources processes.

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

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 American with Disabilities Act.

Logo

About CGU Claremont Graduate University

The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.

Connections working at CGU Claremont Graduate University